Administrative Coordinator

The **Administrative Coordinator - Academic Office** provides administrative support to the Vice President Academic and Dean and is responsible for a variety of administrative tasks to facilitate the academic cycle. This role is wide-ranging and has numerous responsibilities to ensure professional and timely delivery on all academic matters that contribute to the efficient administration of the Academic Office.

**SUPERVISORY FUNCTIONS**:none

**ESSENTIAL FUNCTIONS OF THE JOB/ROLES AND RESPONSIBILITIES**:
**1. Organizational Tasks for the VP Academic/Dean and Registrar
- Academic Office**
- Manage the daily calendar of appointments, both recurring meetings and emerging requests. Ensure VP Academic/Dean is well-informed of upcoming commitments and responsibilities and has all required documentation in place
- Assist in planning for meetings, including scheduling, logistics, preparing and distributing agendas and other materials, recording and distributing minutes and tracking action items (e.g. Curriculum, Instruction and Academic Policy Committee)
- Anticipate, initiate and prioritize activities contained within the Academic Cycle
- Update on an annual basis various academic documents (e.g., Academic Cycle; Faculty Publication report; Handbook for Sessional Instructors)
- Assist in preparation of annual course offerings and scheduling, coordinating with Vice President Academic and Dean, School Directors and Registrar, as needed
- Update the University College Academic Calendar in consultation with the Vice President Academic and Dean; distribute the updated academic calendar annually to faculty and leadership
- Work collaboratively with colleagues in the School for Continuing Studies and College for Officer Training to ensure seamless delivery of academic programs
- Assist the Registrar in responding to enrollment-related inquiries related to timetable, course offerings and registration
- Assist the Registrar in processing registration revisions, including course additions, voluntary withdrawals, withdrawal requests, and refund requests
- Respond to student requests for transcripts, special letters, and official requests for confirmation of enrollment by various agencies
- Assist School Directors with miscellaneous duties as they arise (e.g., contracts for sessional faculty)
- Answer student questions related to academic calendar information.
- Process mail as per institutional policy

**2. Managerial Responsibilities for the Academic Office**
- Maintain familiarity with key policies managed in the Academic Office
- Draft letters and documents; respond to routine correspondence
- Review minutes from Senate and Committee meetings to note actions requiring follow up within the Academic Services Office (e.g., course and program changes, policy changes, etc.)
- Process invoices and track budget expenses
- Arrange travel and accommodation; process mileage claims and credit card statements
- Maintain accurate and current data for sessional contracts and process them for HR
- Update sessional contracts framework spreadsheet as required.
- Open the classrooms in Waldron building at the beginning of the day during the Fall/Winter/Spring terms
- Monitor and stock classroom supplies in Waldron classes (markers, erasers, flipchart etc.)
- Process regular session textbook forms
- Post faculty office hours, assign office space and distribute keys to sessional faculty
- Disseminate and collect student feedback forms; distribute results to Faculty and VP after final grades have been submitted
- Maintain Academic Services web content (excluding SCS)

**3. Special Projects: Research and Writing**
- Support special initiatives undertaken by the VP’s office (e.g. Strategic Enrolment Planning, Accreditation)
- Undertake special assignments and research projects as directed, integrating information, and presenting results to Vice President Academic and Dean

**4. Events Coordination and Participation**
- Participate in planning and preparation for special events including convocations, registration/orientation, and sessional orientation
- Provide administrative support as back-up for front desk reception coverage as required

**QUALIFICATIONS**

**1. Required**
- **Experience in or understanding of post-secondary educational institutions**:

- Satisfactory criminal record check
- Fully supportive of the integration of faith and learning in a Christian university-level setting and a commitment to the Mission of Booth University College
- Post-secondary training of one year or more in office administration (or equivalent)
- 7 years of progressive work experience in administrative support, with at least 3 years handling complex administrative tasks and/or providing senior management support
- Technological competence to accomplish own tasks and assist/guide faculty in the use of website, databases, hardware/software, social media to facilitate the work of the Academic Office
- Strong interpersonal skills with ability to maintain