Academic Office Coordinator

Job Responsibility: Salary $35.06 - $40.71 Hourly Location Belleville, ON Job Type Full-Time Job Number 2024-00128 Department School of Media, Business & Access Opening Date 07/23/2024 Closing Date 7/30/2024 11:59 PM Eastern Bargaining Unit OPSEU421-SS-FT Start Date August 12, 2024 Start Rate $35.06 Payband H $35.06 (start rate) - $40.71 (4 yr rate) Hours 35 hours per week Length of Term Permanent Closing Date for Internal Consideration 07/30/2024 Posted in accordance with Article 17 of the Full-Time Support Staff Collective Agreement, internal candidates as defined in the Collective Agreement will be given first consideration.

DESCRIPTION

BENEFITS

QUESTIONS

About Loyalist

Loyalist College is built upon the lands governed by the Dish with One Spoon wampum agreement. We affirm and thank the Haudenosaunee, Anishinaabeg and Huron-Wendat nations for their continued caretaking of the land. At Loyalist, we empower our students with wraparound support services and hands-on training to succeed on any path they choose. Our academic programs are responsive and innovative, designed to solve pressing social and economic challenges and meet the evolving needs of our regional industry and community partners. Our graduates enter the workforce equipped with the knowledge they need to be better global citizens, and with future-focused skills to lead change in their fields. With a presence in Belleville, Bancroft, Port Hope, Tyendinaga and Toronto, we believe our institutional responsibility extends beyond the classroom to seeing the big picture for the communities we serve. Our expertise in applied research and deep connections to local industry support economic development, to the benefit of businesses, entrepreneurs, changemakers and innovators. Our commitment to decolonization, and the pursuit of a more inclusive, equitable world, means we hold ourselves accountable to the diverse perspectives, cultures and experiences that shape our communities.

Position Summary

Reporting to the Dean, the Office Coordinator provides confidential and senior level administrative support and services to the Dean, Associate Deans, staff, faculty, and students. Expecting a high volume of communication formats (emails, phone calls, in-person requests), the incumbent supports effective day-to-day operation of the School. In addition to providing exceptional customer service, the incumbent is responsible for the timely and accurate supply and maintenance of records, documents, and reports to ensure the effective and efficient operation of the department.

Duties and Responsibilities

• Primary contact for Dean, Associate Deans and department; liaison for students, faculty and staff
• Arranges, records, and maintains schedules for Dean, Associate Deans and coordinates room bookings and hospitality arrangements
• Maintains department and program files; school budget records, assists with organization of course outline and scheduling processes
• Gathers, analyzes and summarizes necessary data and drafts reports to accommodate College requirements (e.g. faculty availability and assignments, lab schedules, textbooks and additional program costs, scheduling); researches, assembles, organizes, and produces materials and information for reports, meetings, and presentations
• Researches and purchases instructional and office equipment and supplies
• Provides orientation support and coordinates the arrangement and provision of related employment requirements for full and part-time faculty, staff and students. Maintains detailed support manual and guidelines for distribution to new staff
• Responds to requests from educational institutions, prospective students, and graduates for historical data including transcripts and course outlines or other required course documentation
• Assesses work study assignment needs, hiring, and administration
• Inputs and tracks records required for payment of wages for department staff, faculty and students and resolves internal and external problem queries
• Inputs and maintains detailed records within the Program Overview Document (POD).

Qualifications

• Minimum 2 (two) year diploma in Business Administration or related field
• Minimum 5 (five) years' experience in a senior administrative support role
• Experience in an educational setting considered an asset
• Superior organizational, time management, and analytical skills with a high degree of initiative in providing action and expediency
• Advanced computer/software skills including word processing, database management and spreadsheet software including MS Office Suite
• Advanced customer service skills, including interpersonal and problem-solving skills, conflict, stress management and resiliency
• An ability to apply an understanding of diversity and inclusiveness to meet the needs of a diverse student population
• Effective communication skills, both oral and written including the ability to deal with confidential and sensitive matters in a professional, diplomatic manner
• Ability to work in a team environment

Please note:

Following an offer of employment, candidates with Canadian credentials will be required to provide official transcripts from the granting educational institution(s); candidates with international credentials must provide World Education Services (WES) evaluation (at their own cost) confirming Canadian equivalency of their credentials. Loyalist is committed to promoting a diverse and inclusive college community. We encourage and welcome applications from marginalized and equity seeking groups. Loyalist College is committed to accommodating applicants with disabilities throughout the hiring process. If you have accommodation needs, please inform us as soon as possible by sending an email to View email address on ca.edajobs.com .

We thank all applicants, however, only those selected for an interview will be contacted.

376 Wallbridge Loyalist Rd. Belleville, Ontario, K8N 5B9

About Loyalist

Loyalist College is built upon the lands governed by the Dish with One Spoon wampum agreement. We affirm and thank the Haudenosaunee, Anishinaabeg and Huron-Wendat nations for their continued caretaking of the land. At Loyalist, we empower our students with wraparound support services and hands-on training to succeed on any path they choose. Our academic programs are responsive and innovative, designed to solve pressing social and economic challenges and meet the evolving needs of our regional industry and community partners. Our graduates enter the workforce equipped with the knowledge they need to be better global citizens, and with future-focused skills to lead change in their fields. With a presence in Belleville, Bancroft, Port Hope, Tyendinaga and Toronto, we believe our institutional responsibility extends beyond the classroom to seeing the big picture for the communities we serve. Our expertise in applied research and deep connections to local industry support economic development, to the benefit of businesses, entrepreneurs, changemakers and innovators. Our commitment to decolonization, and the pursuit of a more inclusive, equitable world, means we hold ourselves accountable to the diverse perspectives, cultures and experiences that shape our communities.

Position Summary

Reporting to the Dean, the Office Coordinator provides confidential and senior level administrative support and services to the Dean, Associate Deans, staff, faculty, and students. Expecting a high volume of communication formats (emails, phone calls, in-person requests), the incumbent supports effective day-to-day operation of the School. In addition to providing exceptional customer service, the incumbent is responsible for the timely and accurate supply and maintenance of records, documents, and reports to ensure the effective and efficient operation of the department.

Duties and Responsibilities

• Primary contact for Dean, Associate Deans and department; liaison for students, faculty and staff
• Arranges, records, and maintains schedules for Dean, Associate Deans and coordinates room bookings and hospitality arrangements
• Maintains department and program files; school budget records, assists with organization of course outline and scheduling processes
• Gathers, analyzes and summarizes necessary data and drafts reports to accommodate College requirements (e.g. faculty availability and assignments, lab schedules, textbooks and additional program costs, scheduling); researches, assembles, organizes, and produces materials and information for reports, meetings, and presentations
• Researches and purchases instructional and office equipment and supplies
• Provides orientation support and coordinates the arrangement and provision of related employment requirements for full and part-time faculty, staff and students. Maintains detailed support manual and guidelines for distribution to new staff
• Responds to requests from educational institutions, prospective students, and graduates for historical data including transcripts and course outlines or other required course documentation
• Assesses work study assignment needs, hiring, and administration
• Inputs and tracks records required for payment of wages for department staff, faculty and students and resolves internal and external problem queries
• Inputs and maintains detailed records within the Program Overview Document (POD).

Qualifications

• Minimum 2 (two) year diploma in Business Administration or related field
• Minimum 5 (five) years' experience in a senior administrative support role
• Experience in an educational setting considered an asset
• Superior organizational, time management, and analytical skills with a high degree of initiative in providing action and expediency
• Advanced computer/software skills including word processing, database management and spreadsheet software including MS Office Suite
• Advanced customer service skills, including interpersonal and problem-solving skills, conflict, stress management and resiliency
• An ability to apply an understanding of diversity and inclusiveness to meet the needs of a diverse student population
• Effective communication skills, both oral and written including the ability to deal with confidential and sensitive matters in a professional, diplomatic manner
• Ability to work in a team environment

Please note:

Following an offer of employment, candidates with Canadian credentials will be required to provide official transcripts from the granting educational institution(s); candidates with international credentials must provide World Education Services (WES) evaluation (at their own cost) confirming Canadian equivalency of their credentials. Loyalist is committed to promoting a diverse and inclusive college community. We encourage and welcome applications from marginalized and equity seeking groups. Loyalist College is committed to accommodating applicants with disabilities throughout the hiring process. If you have accommodation needs, please inform us as soon as possible by sending an email to View email address on ca.edajobs.com .

We thank all applicants, however, only those selected for an interview will be contacted.

Benefits for Full-time Support Staff include:

• A comprehensive Extended Health & Dental Plan (covering 85% of eligible paramedical services up to a combined maximum of $2,000 in any calendar year): College Employer Council website with Benefit Booklet
• A defined benefit pension plan with CAAT pension where you will enjoy the certainty of predictable and secure lifetime pension payments: CAAT pension website
• Life and accident insurance
• Out-of-country travel insurance
• Pregnancy and parental leave, including a top-up to Employment Insurance benefits
• Tuition reimbursement opportunities and 3 paid professional development days/year

• After 1 year of service, vacation entitlement starts at 15 days
• December closure period without loss of pay for scheduled hours
• Employee Family Assistance Plan - provides timely short-term counselling and consultation assistance to employees and their immediate family
• Fitness Centre Membership - exclusive facilities for use by Staff and Students at the Belleville location free of charge
• An Inclusive and Accessible Workplace