Administrative Coordinator, Co-op Education Position
4 weeks ago
Brock University is seeking an Administrative Coordinator to provide support to the Co-op Education team. The successful candidate will be responsible for providing administrative and program support to ensure efficient and seamless day-to-day operations of the unit and over 40 co-op programs at both Undergraduate and Graduate levels.
Key Responsibilities:
- Provide initial front line welcome and contact with students, employers, staff, faculty and members of the public via telephone, mail, email, virtual and in person;
- Monitor and coordinate CCEE common email accounts, distributing, triaging and/or responding;
- Update and maintain students and employer partners' records in the internal database (CareerZone);
- Perform audit on Co-op student data and registration in CareerZone and DB Brock each term;
- Generate regular reports in CareerZone on appointment stats, employment stats, work term records and other advanced reports;
- Perform first tier troubleshooting for internal database for all modules and users (students, external partners, faculty/staff, etc.);
- Perform routine maintenance of modules and forms in the database with changes and termly updates;
- Test each module functions in the database for all users after each system update;
- Post incoming job postings onto the job board database;
- Ensure the accuracy and completeness of job postings and alert;
- Arrange interviews for students and employers, both on and off campus (coordinating interview schedules, booking interview rooms, following up with students and employers, distributing completed interview schedule/meeting links to students and employers, greeting and directing employers to interview room and/or Talent Partnerships team, etc.);
- Provide support to programming/workshops (booking rooms and technology, coordinating catering, arranging guest parking passes, maintaining schedules, creating registration/attendance lists, name tags, gathering related program materials, etc.);
- Track and maintain the hybrid work schedule of the team and the office hoteling platform;
- Prepare and submit invoices, expense forms, purchase orders, and cheque requisitions;
- Process employment contracts in Workday HRIS for student staff;
- Provide administrative support to Associate Director and management team, as required.
Requirements:
- Completion of post-secondary courses in computer applications, office administration, or related courses, or the equivalent combination of education and experience;
- 2+ years of reception and administrative support experience in a high volume office, including database administration, preferably in a University environment;
- Advanced computer skills, including Microsoft Office (Word, Excel, Planner, Teams, Booking, etc.), Adobe Acrobat, databases, web-based software, web maintenance, social media, learning management systems (Brightspace), graphic design tool (Canva) and Workday;
- Excellent attention to detail and ability to maintain high level of accuracy in work completed and information given;
- Knowledge of FIPPA and confidentiality requirements;
- Ability to work independently in a supportive and collaborative manner;
- Strong customer service skills and customer service orientation;
- Ability to establish priorities, organize own work, and work with minimal supervision;
- Ability to provide database troubleshooting advice, giving appropriate suggestions for solutions.
Preferred or Asset Skills:
- Experience with Orbis platform.
Salary and Benefit Information:
- OSSTF (I), Salary Scale ($43,107-$60,621);
- This position includes full comprehensive benefits including tuition waiver.
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St. Catharines, Ontario, Canada Brock University Full timeBrock University is seeking an Administrative Coordinator to provide administrative and program support to the Co-op Education unit. The successful candidate will be responsible for ensuring efficient and seamless day-to-day operations of the unit and over 40 co-op programs at both undergraduate and graduate levels.The Administrative Coordinator will provide...
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