Academic and Administrative Coordinator

Found in: Talent CA C2 - 1 week ago

Kamloops, Canada Thompson Rivers University Full time
DUTIES

The Academic and Administrative Coordinator is responsible for the operational and administrative functions of a Faculty or School.  Working closely with the Dean, this position provides administrative and project management support for human resource management, financial management, project management, communication, marketing and academic processes. The Coordinator supervises support staff and is a member of the Faculty's leadership team. The role provides support in the development and strategy for the Faculty's planning processes. This position requires a high level of decision-making, sensitivity and judgment and also handles confidential information on personnel, performance, finances and future organizational changes of the Faculty. This position also interacts closely with internal and external stakeholders and may represent the Faculty in a variety of contexts both on and off campus.

MAJOR RESPONSIBILITIES
Human Resource Management

  • Provides support, coordination and guidance on human resource matters, including:
    • Supervises Support Staff positions and manages performance and workload related issues;
    • Provides recommendations and guidance to the Dean and Chairs in the areas of human resource practices, labour relations and collective agreements for both CUPE and Faculty staff; 
    • Recruiting, selection, and training of Support Staff, Teaching Assistants, Research Assistants, and Laboratory Technicians; 
    • Acts as the representative for CUPE grievances, conflict management, and discipline.
    • Identifies and coordinates professional development and training opportunities for support staff;
    • Coordinates all sessional, limited term and tenure track faculty hiring;
    • Oversees and manages orientations and training of temporary faculty, staff, sessionals and contractors; 
    • Manages external contractors in accordance with relevant agreements; 
    • Coordinates and assists in the delivery of formative and summative course and teacher evaluation instruments and overseeing the summary of data from such evaluations.

 

Project Management

  • Providing coordination and support for special projects related to the needs and goals of the Faculty. Works independently and/or may coordinate the work of a team to effectively accomplish special project goals; 
  • Under the direction of the Dean, develops funding proposals and grant applications through NSERC and other National and Provincial funding agencies including performance reporting.
  • Under the direction of the Dean, manages all aspects of accreditation processes if required.

 

Financial Management

  • Monitors, reviews and provides guidance on budget issues, operations, cost recovery, and capital plans:
    • Tracking and reporting, budget submissions, cost projections, allocations;
    • Liaising with financial services to resolve discrepancies;
    • Managing and providing coordination and support for the procurement function for the Faculty, including requisitions, RFP's, PSA's and preparation of contracts;
    • Assessing, tracking and coordinating professional development activities including coordination of surplus funds; initiating approval at management level on financial matters;
    • Providing support and guidance at budgetary and financial meetings with Dean, Associate Dean(s), chairs, and budgetary personnel.

 

Planning, Communications and Marketing

  • Plays a key role in the creation and implementation of the strategic and business plans;
  • Supports the development, research and crafting of Faculty academic plans, procedures and internal reporting including accountability, annual and budget reports; 
  • Represents the Faculty on relevant TRU committees (particularly LRAC) and is involved, and provides input into the administrative and operational recommendations and decisions of the Faculty;
  • Liaises and communicates closely with internal and external agencies on relevant Faculty matters;
  • Administers and manages public relations, marketing initiatives and special events consistent with the strategic goals of the Faculty.

 

General Operations

  • Provides management and support through assessment and support on the best use of technology and equipment for the Faculty.
  • Identifies and leads the development, and administers and reviews the implementation of relevant new operational policies and procedures.
  • Identifies and manages office, classroom and dedicated space requirements;
  • Participates as a contributing and voting member of the Faculty Council by being involved in 


REPORTS TO
Dean

QUALIFICATIONS

REQUIRED EDUCATION, SKILLS AND EXPERIENCE

A Bachelor's Degree and 10-years' experience or a Master's Degree in a relevant field with 5-years' experience.

  • Supervisory experience with demonstrated ability to work with a variety of stakeholders:
  • The appropriate interpersonal skills to work strategically and cooperatively with others at all levels of the organization and with partners;
  • Financial management, research and grant-writing skills;
  • Effective communication skills; both written and oral and the ability to communicate effectively and tactfully with persons from diverse cultural backgrounds;
  • Ability to plan and coordinate complex projects effectively;
  • Strong diplomatic, organizational, analytical and problem solving skills;
  • Advance computer literacy including work processing, budget spread sheets, database, power point presentations, data analysis software.  Knowledge of Colleague is an asset;
  • Demonstrated project management experience, including the ability to set realistic goals and time lines and work independently to achieve these.

 

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