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Academic Portfolio Administrator, Magna School of Skilled Trades
Job Description & How to Apply Below
The Academic Portfolio Administrator (APA) is a member of the Faculty’s Administrative Team and is accountable for proactively managing the administrative functions of the Associate Dean’s (AD) Portfolio. Under the direction of the AD, the APA proactively coordinates processes that include workload planning (enrolment planning, course and faculty scheduling, human resource assignments, payroll, space and resource allocation, curriculum-related processes, external liaising and financial and data analysis and reporting).
The APA is required to organize and expedite the flow of work through the AD’s office and to have a thorough understanding of academic operations, human resources principles and resources allocation to act on behalf of the AD, as appropriate, and to escalate matters when necessary.
What You’ll be Doing
Proactively researching, planning, coordinating and executing day-to-day operational processes within the portfolio of the AD with respect to workload planning.
Coordinating and administering human resource activities for their portfolio/cluster which may include workload assignments for full-time and contract faculty and staff, including teaching and non-teaching assignments.
Accountable for payroll documentation for faculty contracts, non-teaching academic contracts, part-time support/student contracts and special payments for guest lecturers.
Managing and analyzing accuracy and integrity of workload data utilizing multiple college systems (DCU, SAL and People Soft) and planning documents.
Collecting, interpreting and analyzing detailed scheduling data to optimize student, faculty and space resources.
Identifying faculty and staff workload, scheduling and accommodation issues that contravene the Collective Agreements, and in consultation with the AD and/or stakeholders seeking to rectify issues.
Acting as the first point of contact for internal and external inquiries to the AD, including student complaints.
Analyzing and providing projected forecasts for class/specialized space hours required for budgeting purposes.
Developing and implementing procedures to improve and effectively streamline processes within the faculty, including beta-testing and collaborative consultation with stakeholder colleagues.
Collaboratively planning various short and long-term academic projects, industry projects and/or special events (e.g. Dual Credit programs, workshops, PEQAB proposals, program reviews and accreditations, conferences, etc.).
Performing other related duties, as assigned.
About You
You identify as a community builder , positively interact with a diverse range of individuals and have an aptitude to make connections, enabling you to effectively build and maintain healthy relationships.
You have a highly collaborative spirit and thrive on supporting your team and have ability to also act independently and take initiative to establish and achieve collective goals.
Your superlative interpersonal , listening and communication skills enable you to work well with others to support establishing and achieving collective goals.
You enjoy project management , balancing many different tasks, staying organized and planning and can prioritize to meet deal with high volumes of work and constantly changing priorities.
Your sharp problem solving , analytical and critical thinking skills, along with your detail-oriented nature, allow you to solve challenges in creative ways.
You communicate with discretion, confidentiality, diplomacy and exercise sound judgement .
You are proficient with computer technology including computerized databases, spreadsheets and word processing and are adaptable in an evolving technical landscape.
The successful candidate will also meet the following qualifications
3-year diploma or degree in Business Administration, Communications, Project Management or related field
5 years of related experience in an administrative/project management role, preferably in a post-secondary environment (Equivalency will be considered)
Familiarity with college systems (preferred)
Other Details
Faculty: Applied Science and Technology
Primary Work /…
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