Administrative Officer, Teaching, Learning and Scholarship

Administrative Officer, Teaching, Learning and Scholarship

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The Administrative Officer, Teaching, Learning and Scholarship is responsible for the day‑to‑day management and coordination of activities of the Office of the Associate Vice President, Academic, including the individual departments reporting to the Associate Vice President, Academic. The position provides direct support to the Leadership Team, requiring an understanding and ability to represent the position and priorities of these Academic Offices.

This position performs a wide variety of administrative support services, ranging from routine to complex, all of which contribute to the efficient and professional operation of these areas. The incumbent must have the ability to interpret and make decisions in accordance with procedures and practices of the organization and must be flexible and demonstrate the ability to maintain confidentiality, diplomacy, and tact at all times.

• Prepares, gathers, and submits information and data as required for polytechnic accountability reports in compliance with the guidelines provided by RDP governance and Associate Vice President, Academic
• Prepares, gathers, and relays confidential information to staff and clients on a regular basis
• Manages the extensive and constantly changing schedules for the Associate Vice President, Academic by identifying priorities and organizing workflow activities to ensure that competing demands on the Associate Vice President, Academic’s time are appropriately managed
• Prepares purchasing card statements and expense claims for the leadership
• Coordinates travel arrangements, course/conference registration for the leadership
• Coordinates office allocations, moves and equipment needs in consultation with the Operations Coordinator and Campus Management
• Coordinates and acts as a resource for faculty and staff evaluations within the performance appraisal process as per RDP policy and procedure, with direction from the Operations Coordinator. Enters evaluations in Banner.
• Manages Program Review schedule of academic program reviews, meets with Associate Deans annually to review and determine reviews for the upcoming year, and coordinates with Chairs of Program Review Committee and Associate Deans to present program review action plans and subsequent completion memos to the Office of the Vice President Academic and Student Experience. Provides assistance to projects or committees, providing meeting logistic support such as preparing and distributing meeting documentation (e.g., agenda packages, minutes, supporting documents), all meeting arrangements (venue, coordination of participants, catering), and any follow‑up on items (document or report management).
• Provides meeting support for the Research Ethics Board, Scholarly Activity Committee, LMS Steering Sub‑Committee, Research Common Planning Group, and other committees, as needed
• Determines, in collaboration with the Centre Communications Team, how communications will be distributed to appropriate groups (staff, faculty); this includes creating and applying guidelines which dictate the medium used to communicate information, the frequency of information sharing, and format
• Ensures editorial updates in consultation with content creators for CTLS and Research webpages
• Orders office supplies, nametags and business cards and ensures supplies are available
• Maintains the RDP Internal Directory and email distribution lists for the Centre
• Ensures a safe and healthy work environment by complying with polytechnic health and safety policies, standard practices, and programs in keeping with occupational health & safety legislation and regulations
• Creates office procedures within the division and documents them in office procedures manuals
• Supports event planning for various CTLS initiatives such as ETaL Capstone Event and Research Showcase
• Performs other related duties as assigned

• Oversees completion and submission of Career Development documentation standards required to maintain…