Coordinator, Student Affairs & Programs

OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create.

Please note that internal job postings are open only to current permanent OPSEU Local 576 Unit 1 employees and temporary OPSEU Local 576 Unit 1 employees with one year of continuous service.

Position Summary:

Reporting to the Manager, Faculty of Art Office, the Coordinator, Student Affairs & Programs, Faculty of Art is responsible for coordinating student support in the Faculty of Art Office including leading the course registration process. The Coordinator is responsible for providing administrative support to Chairs in relation to the academic cycle, student support and academic policies. The Coordinator is responsible for student-facing information and communications from the Faculty of Art Office, including monitoring the Art office email account.

Summary of Responsibilities:

Decolonization and Anti-racism

• Actively and intentionally contribute to realizing the goals of the university’s academic plan, and the calls to action of the Truth and Reconciliation Commission of Canada.

Student Success

• Coordinate support for student success (academic progression) and course registration within the Faculty of Art.
• Act as student-facing policy and curriculum specialist for all programs within the Faculty of Art; respond to complex student inquiries regarding courses, programs, and academic policy, liaising with the Office of the Registrar and other non-academic units as required.
• Coordinate application and approval processes within the Faculty of Art (international, reinstatement, change of major, etc.).
• Coordinate curriculum-based special activities (i.e., field trips).
• Book rooms for student use (i.e., critique rooms).
• With the Manager, hire, train and supervise Faculty of Art Student Monitors, as required.
• Provide information and direction to Faculty of Art Student Monitor to enable them to effectively triage, refer and respond to student inquiries.
• Coordinate the student course registration process within the Faculty of Art.
• In concert with the Office of the Registrar, provide a low-barrier, positive registration experience for students with a specific focus on incoming/first year students.
• Notify Faculty of Art admin (Dean, Associate Dean & Chairs) of upcoming registration cycles and application deadlines.
• With Faculty of Art Chairs, design template responses to common registration-related student inquiries.
• Process registration waivers.
• With the Manager and Coordinator Academic Affairs, identify ways to decrease administrative activities related to individual registration issues; lessen the need to repeatedly remove barriers for individual students; create a more accessible registration process in the Faculty of Art.

Chair Support

• Support Faculty of Art Chairs in relation to student success and academic policy.
• Support Chairs in navigating the academic cycle; share upcoming registration periods and application deadlines via Outlook calendar to enable Chairs to plan effectively.
• Coordinate student requests for approval and special consideration; provide Chairs with relevant documentation and examples of decision precedents; batch requests for review where reasonable.
• Support Chairs by providing relevant process and policy information; act as the Faculty of Art Office’s student (academic) policies specialist.
• Support Chairs in interpreting student records and graduation requirements; act as the Faculty of Art Office’s student records (Colleague) specialist; liaise with the Office of the Registrar to ensure record accuracy.
• In consultation with the Manager, operationalize student-focused Chair initiatives (i.e., with the Office of the Registrar, coordinate the development of a digital student hub for program majors).
• Coordinate communications to students (digital and print) through official OCAD U channels, on behalf of Chairs.
• Advance student feedback to Chairs.

Student-facing Information & Communications

• Coordinate the dissemination of academic-related information to Faculty of Art students.
• Coordinate the Faculty of Art’s student-facing communication plan; with input from the Dean, Chairs, and Manager develop and follow consistent communication guidelines.
• With Marketing & Communications and the Office of the Registrar, maintain the Faculty of Art’s homepage and Faculty of Art program webpages; resolve inaccuracies.
• Send Faculty of Art-specific and program-specific communications, on behalf of Faculty of Art Leadership.
• Promote activities and opportunities related to Faculty of Art curricular programming and specific major co-curricular university activities.
• With the Manager, Student Communications & Campus Community determine optimal communication strategies for university-wide opportunities (i.e., CEAD, Sustainability); post opportunities to the Student Portal; redirect requests as appropriate.
• Provide direction to Faculty of Art Administrative Assistant and/or Student Monitor position(s) on student communications.
• Flag to the Manager external opportunities better suited to other departments or misaligned with OCAD U’s values.
• Perform such clerical duties as photocopying, booking rooms, scheduling appointments, preparing and following up on work requests.
• Support the Manager, Faculty of Art Office with general administrative projects that contribute to the successful operation of the Faculty of Art Office.

Qualifications:

• Post-secondary degree or equivalent, with a minimum of three (3) years administrative work experience, preferably in a post-secondary educational environment.
• Strong working knowledge of all Microsoft Office applications, specifically Excel.
• Exceptional attention to detail, organizational skills, and ability to respond effectively to multiple and changing priorities.
• Outstanding interpersonal skills with a strong focus on a positive student experience.
• Excellent oral and written communication skills; ability to communicate effectively with a diverse student population and English Language Learners.
• Interest in and commitment to Indigenous learning and decolonizing educational approaches and administrative structures.
• Proven ability to be flexible and respond to a fluctuating workload in response to cyclical planning pressures as needed.
• Demonstrated project management skills, and the ability to prioritize tasks and meet deadlines.
• Demonstrated ability to take initiative and work both independently and participate collaboratively in a team environment.
• Experience with Ellucian Colleague and the university’s Data Collection Utility (DCU) an asset.
• Demonstrated commitment to the principles of equity and diversity, and experience promoting a respectful work and learning environment for students, staff and faculty.

Compensation: OPSEU Unit 1, Appendix A, Grade A4; $31.59 to $41.52 per hour.

Hours of Work: Monday to Friday, for a total of 35 hours per week. This is a temporary contract role with an approximate start date of December 9, 2024 to August 7, 2026.

Interested internal permanent OPSEU Local 576 Unit 1 or temporary OPSEU Local 576 Unit 1 employees with one year of continuous service are invited to submit an updated resume and cover letter (PDF), no later than Friday, November 1, 2024.

• Please upload your resume and cover letter as one PDF. Please name your upload: FirstName_LastName-Job Code.

As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

We encourage members of designated equity-deserving groups to self-identify within the voluntary Applicant Questionnaire.

In order to alleviate the under-representation of racialized and Indigenous administrators, priority in hiring will be given to qualified racialized and Indigenous persons who self-identify as such in the application process. This initiative is a special program under the Ontario Human Rights Code.

OCAD University is committed to providing an inclusive and barrier-free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities.

All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.