Administrative Coordinator Academic Office

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. The Administrative Coordinator Academic Office is also responsible to support the School of Social Work including the areas of program admissions and field education.

**SUPERVISORY FUNCTIONS**:None

**Essential Functions of the Job**:
**Duties for Vice President Academic and Dean**:

- Provide administrative support
- Manage daily calendar of appointments, both recurring meetings and emerging and unexpected requests
- Ensure Vice President Academic and Dean is well informed of upcoming commitments and responsibilities and has all required documentation in advance
- Maintain familiarity with key policies managed in the Academic Services Office
- Receive and route queries/requests for appropriate follow up
- 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, etc.)
- 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.)
- Anticipate and initiate activities contained within the Academic Cycle
- Participate in planning and preparation for special events including convocations, registration/orientation, and sessional orientation
- 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
- 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
- Assist the Registrar in processing incomplete grade/time extension requests/ requests for letters of permission
- Respond to student requests for transcripts, special letters, and official requests for confirmation of enrollment by various agencies
- 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 invoices and track budget expenses
- Arrange travel and accommodation, process mileage claims and credit card statements
- Assist School Directors with miscellaneous duties as they arise
- Process regular session textbook forms
- Provide administrative support as back-up for front desk reception coverage as required
- Maintain accurate and current data for sessional contracts and processes them for Human Resources
- Update sessional contracts framework spreadsheet as required
- 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 School for Continuing Studies)
- Process mail as per institutional policy
- Provide additional/back-up support to Academic Services as needed (e.g. vacation coverage, heavy demand periods, occasional exam proctor, etc.)

**Duties for the **Associate Professor of Social Work & Director of Social Work**:

- Establish and maintain filing systems required for Social Work Program and respond to routine correspondence
- Communicate program requirements and respond to routine requests for Social Work students
- Maintain the Social Work lab schedule and train students on equipment operation
- Maintain Social Work website content (e.g., course information, textbook requirements, instructor bios, etc.) in consultation with the Communications Specialist
- Coordinate with Academic Office on changes and updates to the University College Calendar for the Social Work Program
- Research topics and produce reports and manuals as requested by the Director, School of Social