Academic Portfolio Administrator

3 months ago

Brampton, Canada Sheridan College Full time

Reporting to the Associate Dean (AD), the Academic Portfolio Administrator (APA) is a member of the Faculty’s Administrative Team, accountable for proactively managing the administrative functions of the AD’s Portfolio. Under the direction of the AD, the APA proactively coordinates processes that include workload planning (enrolment planning, course and faculty scheduling, human resource assignments, and payroll), space and resource allocation, curriculum-related processes, external liaising and financial and data analysis/reporting. The APA is required to organize and expedite the flow of work through the AD’s office and to have a thorough understanding of academic operations, human resources principles and resources allocation in order to act on behalf of the AD, as appropriate, and to escalate matters when necessary.

**What You’ll Be Doing**
- Proactively researching, planning, coordinating and executing day-to-day operational processes within the portfolio of the AD with respect to workload planning;
- Coordinating and administering human resource activities for their portfolio/cluster which may include workload assignments for full-time and contract faculty and staff, including teaching and non-teaching assignments (e.g. curriculum development/projects, guest lecture etc.);
- Accountable for payroll documentation for faculty contracts, non-teaching academic contracts, part-time support/student contracts and special payments for guest lecturers;
- Managing and coordinating on-boarding and orientation of new employees;
- Managing and analyzing accuracy and integrity of workload data utilizing multiple college systems (DCU, SAL and PeopleSoft) and planning documents;
- Researching, planning and actioning day-to-day operational processes within the portfolio of the AD with respect to maximization of space and resource allocation;
- Collecting, interpreting and analyzing detailed scheduling data to optimize student, faculty and space resources;
- Identifying faculty and staff workload, scheduling and accommodation issues that contravene the Collective Agreements, and in consultation with the AD and/or stakeholders seeking to rectify issues;
- Proactively responding to and resolving issues where appropriate, which may include making urgent referrals to appropriate Sheridan services, diffusing as appropriate and/or escalating issues, particularly during peak periods;
- Acting as the first point of contact for internal and external inquiries to the AD, including student complaints;
- Collecting, reviewing and analyzing data relevant to the financial performance of the Portfolio and assisting in the monitoring of the Faculty budget including special projects;
- Analyzing and providing projected forecasts for class/specialized space hours required for budgeting purposes;
- Developing and implementing procedures to improve and effectively streamline processes within the Faculty; including beta-testing and collaborative consultation with stakeholder colleagues;
- Collaboratively planning various short and long-term academic projects, industry projects and/or special events (e.g. Dual Credit programs, workshops, PEQAB proposals, program reviews and accreditations, conferences, etc.);
- Performing other related duties, as assigned.

**About You**

You identify as a **community builder**, positively interact with a diverse range of individuals and have an aptitude to make connections, enabling you to effectively build and maintain healthy relationships.

You have a highly **collaborative **spirit and thrive on supporting your team and have ability to also act **independently** and **take initiative** to establish and achieve collective goals.

Your superlative **interpersonal, listening** and **communication skills** enable you to work well with others to support establishing and achieving collective goals.

You enjoy **project management**, balancing many different tasks, staying **organized **and **planning** and have the ability to **prioritize** to meet deal with high volumes of work and constantly changing priorities.

Your sharp **problem solving**, **analytical **and **critical thinking **skills, along with your detail-oriented nature, allow you to solve challenges in creative ways.

You communicate with **discretion, confidentiality, diplomacy** and exercise **sound judgement**.

You are proficient with computer technology including computerized databases, spreadsheets and word processing and are **adaptable** in an evolving technical landscape.
- 3-year diploma or degree in Business Administration, Communications, Project Management or related field
- 5 years of experience in an administrative/project management role, preferably in a post-secondary environment (equivalency will be considered)
- Familiarity with college systems (preferred)

**Who We Are**
- For more information, visit: Why Work at Sheridan

**Other Details**

**Faculty**: Applied Health & Community Studies
**Primary Work/Campus Locat

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