School Operations Coordinator

True North

As the largest post-secondary institution in northern Alberta, Northwestern Polytechnic is a natural point of convergence for knowledge, skills, creativity, and collaboration. Striving to spark and empower success, NWP's mission is geared towards both individual and collective progress. NWP offers a wide variety of engaging and in-demand academic programs in certificates, diplomas, apprenticeships and degrees.  We exist wholeheartedly for the domestic and international students who call our campuses home, the distinctive communities and industries we serve, and the staff and faculty who honour us with their expertise and insights every day.   While our potential as one of Alberta's newest polytechnics is ever-growing, we recognize the importance of having authentic and highly effective contributors by our side. We are currently recruiting individuals who are inspired by opportunity, driven by results, and aligned to NWP's core values of being responsive, innovative, and connected

The Role

Reporting to the Dean of the School of Skilled Trades, the School Operations Coordinator plays a crucial role in ensuring the smooth day-to-day operations of an academic school. This position provides administrative and operational support to faculty, staff, and students while maintaining essential documentation and record keeping, managing initiatives, and coordinating quality reporting and regulatory requirements. The Coordinator facilitates communication with internal and external stakeholders, assists with event planning, and supports compliance with institutional policies and processes. Additionally, this role supports the development, maintenance, implementation and evaluation of academic programs by working closely with the Dean to establish and track timelines and deliverables and ensure all procedural and regulatory requirements within the School are met. The Coordinator also updates review scheduling processes, including timetable implementation, booking procedures, space utilization, and facility coordination.

The primary responsibilities of this role include : 

Administrative and Operational Support

Act as a primary contact for faculty, staff, students, and external partners.

Maintain program documentation, policies, and procedures to ensure compliance.

Assist with faculty recruitment, hiring, and onboarding processes.

Support daily operations, including processing requests and scheduling activities.

Full scope administrative duties: phone and email correspondence, mail distribution, document preparation, scheduling conferences, travel arrangements, meeting agendas, recording minutes, and tracking action items in meetings when required.

Adhere to institutional financial guidelines,

Assist with managing expense reports, petty cash reconciliation, and procurement transactions, purchase orders and payment requests, ensuring accuracy in cost coding and budget tracking.

Program and Project Coordination

Draft and manage documents related to post-secondary program development, maintenance, and implementation.

Coordinate preparation and submission of program proposals, curriculum changes, and accreditation documents.  

Track program development milestones and ensure deadlines are met for new and existing program submissions. Track student application fill rates, registration changes, and enrollment status.

Generate reports on student progression, cancellations, and application trends to support department decision-making.  Collaborate with faculty and leadership to ensure program compliance with academic and regulatory standards. Facilitate sessions and be the key contact for systems used within the department. E.g., Matador, Workday, SharePoint, etc.

Quality Assurance and Compliance

Coordinate quality assurance reporting and regulatory compliance for the School.

Track key timelines, coordinate the execution of procedures, collect and distribute information, and ensure the archiving of essential documentation for evaluative processes contained in the collective agreements linked to employees within the school.

Scheduling, Space Utilization, and Facilities Coordination

 Oversee the input for academic timetables, ensuring alignment with program needs and institutional guidelines. Manage booking procedures for classrooms, labs, and meeting spaces to optimize space utilization.

Act as the liaison between the School and Facilities to address space-related needs, maintenance, and equipment requirements.

Ensure scheduling processes align with faculty availability and program delivery requirements.

Event and Stakeholder Coordination

Assist in organizing school events, meetings, and workshops by coordinating logistics, scheduling, and communication.

Support faculty and leadership in liaising with internal and external stakeholders, ensuring effective collaboration and engagement.

Facilitate departmental communications to ensure timely dissemination of information related to programs, policies, and operational updates.

Other duties as assigned.

What We Offer

Finding your fit in one of our specialized schools or departments means a bright future with competitive compensation, attractive benefits packages, reliable networks, high quality of life, and unparalleled learning community experiences.  If you are looking to transform the post-secondary landscape with polytechnic education, research, and partnerships, Northwestern Polytechnic is your employer of choice.

The successful candidate will have a Diploma in Office Administration or a related field, with a Bachelor's degree in a related field preferred, and 3 years of directly related experience is required.  Experience in post-secondary (or public sector) administration, office coordination, project management or program support is an asset. An equivalent combination of education and experience will be considered.

The necessary skills and attributes to be successful in this role include:

Excellent interpersonal and communication skills;

Ability to work in a fast-paced environment;

Strong organizational and multi-tasking skills;

Microsoft Office Suite/365/Teams, Zoom and/or other VC platforms, Adobe Pro

Other software used: HR Smart, Matador, Atoms

Records maintenance and Database management skills.

Budget Tracking and knowledge

Student Information System 

Ability to coordinate and organize meetings and/or special events.

Knowledge of academic, administrative principles and procedures.