Administrative Coordinator

Administrative Coordinator

COMPETITION NO. SP26-09

About Durham College

Durham College (DC) is a leading post-secondary institution that supports students to develop career-ready skills for the ever-changing job market. With a focus on experiential learning, led by expert faculty, through field placements, applied research, co-ops and other hands-on opportunities, DC grads are known for having the skills and knowledge they need to adapt to the ever-changing workforce.

A leader in innovative teaching and learning, Durham College offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, media, art and design.

Our modern campuses in Oshawa and Whitby offer 145 programs – including six bachelor’s degrees and 11 apprenticeship programs – to more than 11,000 full-time post-secondary and nearly 3,000 apprenticeship students. In addition, we have more than 16,000 student registrations in professional and part-time learning. More than 120,000 alumni represent the college, both locally and around the world.

DC has an estimated annual economic impact of more than $913 million on Durham Region and is proud to be an active and engaged member of the communities we serve by contributing resources and expertise to enhance social and economic well-being through partnerships, investments and collaboration.

Position Information

Part-time support opportunity (regular part-time)

Hourly rate: $42.00

Hours: up to 24 hours per week, between 8:00 a.m.- 6:00 p.m. (evenings and weekends may be required on occasion)

Reporting To: Executive Dean

Department: Faculty of Health Sciences

Campus Location: Oshawa

Vacancy status: Existing regular part-time vacancy

Duties and Responsibilities

This role provides comprehensive administrative and operational support within the Faculty of Health Sciences combining office administration, student services, scheduling, and financial oversight. It involves responding to inquiries on academic policies and supporting students with sensitive and complex issues related to their academic progress, including advising on graduation requirements, course selections, and special considerations. The position manages student records and faculty-related processes, including payroll preparation, marks submission, degree audits, and honour roll coordination, ensuring accuracy and adherence to institutional policies. Additionally, it plays a key role in academic scheduling by forecasting enrolment, coordinating timetables, and liaising with multiple departments to optimize course delivery and registration processes. The role also contributes to budget monitoring and planning while supporting strategic initiatives through participation in committees and special projects.

General

• Support the Executive Dean and Associate Deans in advancing operational priorities and implementing strategic initiatives within the Faculty.
• Provide comprehensive administrative and coordination support to faculty, support staff, Office Manager, Associate Deans, and Executive Dean.
• Develop, implement, and maintain information management systems, including operational and student records; coordinates meetings and special events; provides guidance to students; and ensures the confidentiality and integrity of sensitive information.
• Oversee the maintenance and enhancement of electronic communication platforms used for student engagement (e.g., websites, ICE) and is responsible for the development, coordination, and accuracy of academic schedules, working closely with the Executive Dean, Associate Deans, and central units such as Scheduling and Strategic Enrolment Services.

Office Administration

• Establish and implement effective administrative processes and procedures to support the efficient operation of the faculty office.
• Respond to inquiries related to academic policies, programs, operational procedures, and faculty and college services, providing accurate and timely information to students, staff, and stakeholders.
• Draft and prepare a wide range of correspondence, including letters, memoranda, reports, and schedules, based on subject matter knowledge and direction from the Executive Dean and Associate Deans.
• Coordinate and provide comprehensive administrative support for committees and working groups (e.g., advisory committees, program coordinator meetings, focus groups), including scheduling meetings, booking resources, preparing and distributing agendas, recording and transcribing minutes, and managing follow-up communications.
• Assign, coordinate, and monitor work for administrative, contract, and work-study students, including participation in hiring, onboarding, payroll administration, and training to ensure high-quality service delivery.
• Provide confidential administrative support in relation to sensitive and complex matters, ensuring discretion and adherence to institutional policies.
• Develop and deliver faculty orientation materials and coordinate onboarding for new staff, including facilitating access to systems, distribution lists, workspace arrangements, and communication tools.
• Prepare and process contractual documentation for all contract faculty, including clinical and practical instructors, ensuring accuracy and compliance with institutional requirements.
• Establish and implement effective administrative processes and procedures to support the efficient operation of the Faculty office.
• Respond to inquiries related to academic policies, programs, operational procedures, and Faculty and college services, providing accurate and timely information to students, staff, and stakeholders.
• Draft and prepare a wide range of correspondence, including letters, memoranda, reports, and schedules, based on subject matter knowledge and direction from the Executive Dean and Associate Dean.
• Coordinate and provide comprehensive administrative support for committees and working groups (e.g., advisory committees, program coordinator meetings, focus groups), including scheduling meetings, booking resources, preparing and distributing agendas, recording and transcribing minutes, and managing follow-up communications.
• Assign, coordinate, and monitor work for administrative, contract, and student staff, including participation in hiring, onboarding, payroll administration, and training to ensure high-quality service delivery.
• Provide confidential administrative support in relation to sensitive and complex matters, ensuring discretion and adherence to institutional policies.
• Develop and deliver Faculty orientation materials and coordinate onboarding for new staff, including facilitating access to systems, distribution lists, workspace arrangements, and communication tools.
• Prepare and process contractual documentation for all contract faculty, including clinical and practical instructors, ensuring accuracy and compliance with institutional requirements.

Staff/Faculty Records Management

• Manage and administer faculty attendance records, including vacation, sick leave, and lieu time; track overtime accumulation and coordinate office coverage to ensure operational continuity.
• Calculate and prepare monthly payroll documentation for sessional, partial-load, and part-time faculty; determine overtime eligibility and initiate appropriate payments.
• Maintain and update teaching assignments within the Standard Workload Form (SWF) system, including entering initial data and processing revisions.
• Develop and finalize SWFs in collaboration with the Associate Deans and faculty, ensuring accuracy and alignment with collective agreements.
• Interpret and apply collective agreement provisions to determine faculty overtime; communicate eligibility and ensure timely and accurate compensation.

Other Projects

• Coordinate and administer faculty participation in assignments and initiatives not captured within SWFs.
• Plan and schedule Student Learning Experience Questionnaire (SLEQ) surveys; communicate timelines and requirements to faculty and staff, ensuring adherence to deadlines.
• Coordinate and update course and subject descriptions for inclusion in the College Calendar, Program Guides, Program Cards, and Program Webpages.
• Represent the faculty office on internal/external committees and contribute to institutional initiatives.
• Serve as a key faculty contact for college-wide projects (e.g., booklist coordination, software requirements,, and Faculty orientation).
• Maintain and update program guides, ensuring accuracy of program information, course sequences, and online content.
• Coordinate and update booklists, including aligning teaching assignments with required texts and course outlines in collaboration with the Associate Dean.

Student Records Management

• Coordinate the grade submission process in accordance with established timelines; communicate requirements to faculty and staff, monitor compliance with deadlines, and resolve issues as they arise.
• Maintain and update student academic records, including credits and withdrawals; generate and distribute regular reports to faculty and administrative units on student status.
• Review and analyze student grade reports to determine eligibility for College Honour Roll and President’s Honour Roll distinctions.
• Prepare and post Honour Roll listings each semester; verify recognition letters and coordinate distribution to recipients.
• Conduct degree audits for prospective graduates across all faculty programs by reviewing academic histories against program requirements, identifying equivalencies, and investigating discrepancies.
• Collaborate with the Registrar’s Office to finalize graduation lists, verify student eligibility, and ensure the accuracy of convocation materials, including the Convocation Booklet.
• Ensure all eligible graduates are appropriately recognized, including validating honour roll standings and identifying top-performing students and potential medal recipients for each program and Faculty.

Scheduling

• Determine accurate term curriculum based on changes to Program of Studies for each semester and prepare necessary reports.
• Determine number of sections required based on expected enrolment.
• Collect data required to project enrolment figures using:
  • Enrolment reports
  • Application statistics
  • Option selection from students
  • Graduation applications
• Liaise with the web registration team regarding problems and new processes with regards to student registration.
• Collect and implement changes to Program of Studies. Ensure accuracy of completed drafts and changes to Banner records (pre-requisites, equivalencies, credit hours etc.).
• Liaise with Central Scheduling and Associate Deans to ensure all faculty assignment changes are completed and are accurate within specified deadlines.
• Ensure accuracy of block codes and ensure they meet needs for registration – ensuring appropriate number of seats in each program; that each section is utilized to the maximum and not over blocked.
• Create forced timetables for programs with specialized registration requirements.
• Review and ensure accuracy of loading sheets (faculty and program) and check against timetables to ensure all request and program of studies requirements have been maintained. Initiate changes as required.
• Collect report and track timetable change requests from faculty. Identify solutions to timetabling problems. Prioritize requests and liaise with Central Scheduling.
• Check status of block codes during registration period and initiate any changes required to ensure flawless web registration for students.
• Prepare SWFs for each semester and ensure schedule accuracy.
• Update SWF spreadsheet used by the Executive Dean and Associate Deans relating to current and future teaching assignments for both full and part-time professors.
• Constant updates based on reassignment and changes in staffing and curriculum

Budgets

• Prepare, submit and verify the payroll for contract faculty

Qualifications

• A minimum of a three-year diploma or degree in Office Administration, Business Administration or related field of study.
• A minimum of five (5) years of related administrative work experience in a post-secondary institution.
• Strong organizational skills with excellent data management and time-management abilities. Requires strong attention to detail, good judgement.
• Proficiency in Microsoft Office Suite.
• Excellent customer service orientation.
• Dependable, resourceful and possess excellent communications and interpersonal skills with the ability to be clear and concise in all verbal and written communications.
• Professional demeanor with a high level of integrity and discretion.
• Ability to work under pressure and adhere to strict timelines.
• Adaptability, flexibility and innovative problem-solving skills.
• Demonstrates critical-thinking skills to support decision-making and referral of issues to appropriate internal or external individuals.

Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes at 7:00 p.m. EST on June 25, 2026. Competition number SP26-09.

T:View phone number on canada.jobradars.com ***email_hidden***

C Wing, Second Floor - 2000 Simcoe St. N. Oshawa, ON

Durham College invites applications from all qualified individuals. Durham is committed to fostering workplace diversity, and, provides accommodations to applicants with disabilities throughout our hiring process. If you require this information in alternate format; require communication supports; an accommodation in applying for a posting and/or if you are selected for an interview, please contact our Human Resources (HR) department and an HR assistant will work with you to meet your needs.

We thank you for your interest in employment with Durham College however, only those candidates selected for an interview will be contacted.

Land Acknowledgement

Durham College is situated on the traditional lands of the First Peoples of the Mississaugas of Scugog Island First Nation. These lands are covered under the Williams Treaties and rest within the traditional territory of the Anishinaabeg. We offer our gratitude to the Indigenous Peoples who care for and, through the treaty process, share the lands on which we live, learn, teach and prosper today.