School Operations Coordinator
School Operations Coordinator
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Salary Not Disclosed
1 Vacancy
Job Description
TRUE NORTH
As the largest postsecondary institution in northern Alberta Northwestern Polytechnic is a natural point of convergence for knowledge skills creativity and collaboration. Striving to spark and empower success NWPs mission is geared towards both individual and collective progress. NWP offers a wide variety of engaging and indemand 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 Albertas newest polytechnics is evergrowing 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 NWPs core values of being responsive innovative and connected. 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 postsecondary landscape with polytechnic education research and partnerships Northwestern Polytechnic is your employer of choice.
The Role
Reporting to the Dean of School of Health the School Operations Coordinator plays a crucial role in ensuring the smooth daytoday 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 and document preparation scheduling conferences travel arrangements meeting agendas record minutes and track 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 postsecondary 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 decisionmaking. Collaborate with faculty and leadership to ensure program compliance with academic and regulatory standards. Facilitate sessions and be 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 of procedures collect and distribute information and ensure 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 spacerelated 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.
Requirements
The successful candidate will have aDiploma in Office Administration or a related field and 3 years of directly related experience is required. 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 fastpaced environment;
- Strong organizational and multitasking skills;
- Microsoft Office Suite/365/Teams Zoom and/or other VC platforms Adobe Pro
- Other software used: HR Smart Matador
- 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
How to Apply
Only applications received electronically will be considered.
Applications are to be submitted through the Northwestern Polytechnic website.
We review all applications to select candidates whose qualifications and experience most closely meet our needs.
Only applicants selected for interviews will be contacted. For general inquiries please contact HR at.
Thank you for applying to NWP!
Required Experience:
Manager
Employment Type
Full-Time
