Administrative Coordinator, Vice Dean Faculty Relations Office

**Administrative Coordinator, Vice Dean Faculty Relations Office**:
**Primary Purpose**:
This position will provide centralized oversight and administration of functions within the Vice-Dean Faculty Relations (VDFR) office. The Administrative Coordinator ensures compliance of VDFR administrative activities and actions with University policies and contracts; stays informed and informs the VDFR regarding activities, issues and initiatives that have an impact on the office of the Vice Dean Faculty Relations and on the College; and successfully minimizes risk by advising on union agreements and through sharing of knowledge of collective agreements and university collegial processes.

The Administrative Coordinator is a key mentor and liaison with department heads, support staff, as well as central administrative units, including the Vice-Provost, Faculty Relations Office, and connection point.

**Nature of Work**:
Reporting to the Administrative Manager, Faculty Relations, the Administrative Coordinator has the responsibility of the management and administration of all sessional lecturer appointments (CUPE 3287), faculty academic recruitment, and faculty assignment of duties. Emphasis is on ensuring the smooth functioning of these processes, effective record keeping, timely and accurate follow-up of decisions and operational issues, exercising a high degree of independence in decision making and strategic planning with the faculty relations office.

Planning and organization of workflow is a key part of the role to ensure that all critical deadlines are met by department heads, faculty, staff, and new faculty. To achieve this, strong multi-tasking, communication and problem-solving skills are critical, as well as consistently demonstrating sound judgment and exercising sensitivity and discretion in all communications.

The work is technical and detailed, requiring excellent judgment and a high degree of both accuracy and discretion. The pace of work varies somewhat with the ebb and flow of collegial processes and the academic calendar, however, workflow is generally swift, and deadline driven.

Discretion is routinely required regarding confidential files and sensitive information. Professional judgment, sound analytical ability and strong communications skills are required.

The position requires an extensive degree of understanding of University policies and procedures as well as Collective Agreements. A key aspect of this is support to department heads, department administration staff and payroll department staff in the areas of sessional lecturers and academic recruitment. The Administrative Coordinator provides up-to-date advice, answers questions, provides guidance, offers feedback and support, and sends reminders of collegial process deadlines.

**Accountabilities**:

- Responsible for the management and administration of sessional lecturer appointments (CUPE 3287).
- Working in close collaboration with the department heads and administrative support staff, this role ensures the efficient management and delivery of administration processes throughout the recruitment and appointment process for sessional lecturers, as per the Collective Agreement and college policies and procedures.
- Responsible for continued process improvement related to effective and efficient hiring and recruitment processes of sessional lecturer appointments.
- Responsible for coordination of faculty recruitment and relocation processes within the College from start to finish.
- Accurately complete, coordinate and manage flow of all recruitment forms, with extreme attention to detail.
- Responsible for system onboarding of new Faculty members including by not limited to:

- Coordination with IT to confirm faculty start dates and ensure delivery of start-up resources;
- Ensuring timely generation of NSIDs (Network Services ID) for system access;
- Managing the payroll actions for all new faculty hires;
- Facilitating reimbursement of relocation expenses.
- Supports the Assignment of Duties approval process, including but not limited to:

- Distribution of information and templates to Department Heads;
- Management of Assignment of Duties SharePoint;
- Attends decision meetings, to support the committee and document decisions;
- Works alongside the VDFR to communicate decisions to Departments.
- Responsible for non-faculty Human Resources processes for the College Office staff:

- Completes pay actions for miscellaneous faculty items e.g., Canada Research Chairs, additional pay, teaching overloads, supervisor changes when new department head is hired
- Develop and maintain effective, collaborative working relationships with staff and senior administrators in the College, Departments and across the University to ensure outcomes in support of the College and University plans. Routinely interact with senior personnel, including the Dean, Vice-Deans and Department Heads, responding to enquiries and requests for information as needed
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