Academic Operations Coordinator

11 hours ago

Niagara Falls, Ontario, Canada University of Niagara Falls Canada Full time

At the University of Niagara Falls Canada, we are seeking a highly organized and detail-oriented Academic Administrative Assistant to provide exceptional support to our academic programs.

Overview

The University of Niagara Falls Canada is an innovative institution that prepares graduates for leadership in a digital world. Our academic programs are aligned to meet the demands of business and industry, providing students with the skills and knowledge needed now and for the future.

We are committed to a fair and transparent recruitment process. While AI tools assist us in identifying and communicating with candidates, applications are reviewed by our dedicated Talent Acquisition team to ensure a thorough evaluation of all candidates.

Job Summary

This role will be responsible for coordinating various academic programs or department events and activities, supporting the Associate Deans on the development, submission, and monitoring of their annual program operational budget, and assisting with the coordination of interviews or other recruitment activities.

Responsibilities

  1. Coordinate the submission of information and documentation to HR required to initiate and conclude various recruitment, probationary review, orientation, and promotion activities.
  2. Investigate questions and resolve problems concerning program, curricula, and admissions.
  3. Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
  4. Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
  5. Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
  6. Compile course information and work with the Registrar's Office to update course calendar information.
  7. Greet visitors, answer or redirect general inquiries in person, by telephone, and via email, and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
  8. Inform faculty of established procedures for exam preparation and grade submissions.
  9. Ensure that proper procedures are followed, and deadlines are adhered to.
  10. Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
  11. Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders, and journal entries.
  12. Write a variety of documents such as correspondence, reports, and meeting minutes.
  13. Gather and compile data and documentation for a variety of reports, memos, and program activities.
  14. Collect, verify, and input data into a variety of spreadsheets and databases.
  15. Schedule and coordinate meetings including room bookings, agendas, catering, and travel arrangements.
  16. Monitor and order office supplies.
  17. Set up and maintain filing systems, both electronic and hard copy.
  18. Classify, sort, and file correspondence, records, and other documents.
  19. Update and maintain confidential files and records. Handle sensitive material in accordance with established policies.
  20. Assemble, copy, collate, and disseminate a variety of documents and materials.
  21. Open and distribute incoming mail and faxes.
  22. Prepare outgoing mail, faxes, and courier shipments.
  23. Maintain the confidentiality of student records and documents.
  24. May be required to work evenings and weekends to support the University Operations.
  25. Other duties as assigned.

Requirements

  • Post Secondary Degree/Diploma in Office Administration or a related field of study.
  • Minimum of 3 years of experience within office administration.
  • Experience in post-secondary education is preferred.
  • Proficient in Microsoft Office Suits (Word, Excel, PowerPoint), Zoom, and Brightspace (LMS).

Salary Range: $60,000 - $80,000 per annum, depending on experience.

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