Contract Specialist, Academic

The School of Health and Wellness is seeking a full-time, term-certain Contract Specialist for the term of April 1, 2026 to June 30, 2027. This position is contingent on conditional funding and does not qualify for conversion under the AUPE Collective Agreement.

The Contracts Specialist provides administrative support for faculty, staff and non-credit contracts within the School of Health and Wellness. This role is responsible for preparing, coordinating, and processing contracts while ensuring compliance with institutional policies and legal requirements.

The role will also be responsible for assigning workload in Banner in association with the contracts being issued, as well as administering Workload Memos. In addition, when changes are made in faculty workload throughout the academic year, this role will be responsible for making the necessary changes in Banner and re-issuing Workload Memo(s) as required.

The incumbent maintains accurate records, adheres to deadlines, and upholds confidentiality in alignment with POPA guidelines. Strong attention to detail and organizational skills are essential to managing contract and organizational accounting workflows efficiently.

• Coordinates the contract management process, escalates concerns to the Operations Manager
• Coordinates the issuance of contracts for all unionized staff, faculty and non-credit instructors within the School of Health and Wellness
• Accountable for personnel (staff & instructors) contracts ( EPAF ) into Banner, ensures all payroll information is submitted accurately and on time
• Analyzes and assists in classifying instructor contracts, letters/packages confirming employment and work schedule and sends relevant information to finance;
• Facilitates employment letters ( AUPE / FARDP , Non-Credit); acts as School of Health and Wellness Contract Submitter
• Ensures accuracy when inputting position numbers, fund, organization code, account, and program ( FOAP ) numbers
• Analyses and revises contract and pay information with updated information as required
• Analyses and clarifies pay information in collaboration with Total Compensation
• Ensures accuracy and consistency of contract calculations, coding, and identification in keeping with collective agreements, disbursement guidelines, approved budgets, program needs, standard practice, and precedents.
• Prepares contract letters in collaboration with Associate Dean(s), Academic Operations Manager and People and Culture, and distribute for signing as appropriate, ensuring step and grade calculations are accurate.
• Maintains a current awareness of faculty orientation activities and acts as an administrative resource to new/returning instructors, as a back-up to the Faculty Recruiter.
• Maintains confidentiality of personal information in accordance with RDP policy, standard practices, and the Protection of Privacy Act ( POPA ).
• Ensures preparation and revision of faculty workloads on an ongoing basis maintaining validity of the Banner faculty workload database in consultation with the Associate Deans and/or Chairs.
• Makes recommendations to the Associate Deans regarding faculty workloads that meet the collective agreement requirements.

• Identifies inefficient processes, recommends solutions, and implements revised processes or procedures in consultation with co-workers.
• Works with others within the School of Health and Wellness to ensure contracts are sent in a timely manner.
• Works with others within the School of Health and Wellness to ensure workloads are correct throughout the academic year.
• Participates on committees related to the role.
• Provides administrative/program support as required.
• Provides coverage for Operations Coordinator when required
• Works with the Operation Manager and Associate Dean(s) to determine backfill processes for instructors and associated workload
• Other duties as assigned

• Diploma in Business or Records Management, or related Field of Study.
• A minimum of 3 years of experience in a similar role with proven experience in a high volume, fast paced environment.
• 1-2 years’ experience in a unionized environment
• 1-2 years’ experience in applying and interpreting collective agreements.

• Proven ability to determine priorities, be self-directed, and work with minimal supervision
• Knowledge and awareness of the operation of a post-secondary institution is preferred.
• Ability to work in a dynamic, ever-changing, fast-paced environment with multiple demands, competing priorities and numerous deadlines.
• Experience with analyzing and reconciling complex budgets, contracts, other documents, and data.
• Ability to use and interpret complex data to accurately advise and inform decision makers.
• Strong analytical skills, ability to think outside the box, and apply creative solutions to issues presented.
• Excellent interpersonal, relationship building, and conflict resolution skills.
• Ability to exercise good judgement and…