Academic Program Coordinator (Global Business Management)

Description

Position Job Title: Academic Program Coordinator (Global Business Management Program)

Location: Toronto, ON

Reports To: Program Manager

Work Type: On-Campus (Monday-Friday/Saturday)

Job Type: Full time (08:00am to 05:00pm)

Primary Purpose:

Fleming College, Toronto Programs is a public college-private partnership between Fleming College and Trebas Institute, with academic delivery and student support services managed by Trebas Institute.

The Program Coordinator plays an essential role to program sustainability, academic support and student success. The Program Coordinator will be responsible to assist in operations of the program/academic department for implementing innovative short-term and long-term initiatives/goals of the Global Business Management Program. The Program Coordinator works closely with the Program Manager in supporting the planning and management of faculty, resources, initiatives, academic events/compliances for the program and the academic department to embrace the vision of the college.

Position Requirements:

Education and Experience

• A master’s degree in business/commerce/management or a related discipline.
• Candidate with prior experience of Canvas LMS will be preferred.
• Minimum 2 years of work experience in academic operations role or minimum 2 years post-secondary teaching experience, or both.
• Other combinations of applicable education, training, and experience, which provide the knowledge, abilities, and skills necessary to perform the position may be considered.
• Proficiency with technology and web-based platforms, especially MS Word, Excel, PowerPoint.

Knowledge and Skills

• Energy and drive, superior communication abilities, and excellent interpersonal skills
• Demonstrated ability towards interpersonal communication, coordination, problem -solving skills, working on-site.
• Previous work experience at a college or university as a program coordinator or related role is preferred.
• Capable of working independently as well as being part of a team.
• Sound technical knowledge and adaptability; Proficiency with technology, including, Microsoft Office, Google Suite and course management system.
• Demonstrated experience in academic operations, student support is highly desirable
• Project management experience will be an asset; Strong organizational skills including the ability to handle many concurrent tasks, attend to detail and able to work well under pressure.
• Hands on experience in managing day to day operations of an academic program.
• Demonstrated experience in communicating with diverse team of educators
• Ability to communicate complex information to a range of diverse students and faculty members both orally and in writing
• Demonstrated a commitment to diversity and equity is desirable to interact effectively with diverse students and colleagues

Specific Responsibilities

• Participate in faculty meetings, orientations, graduation exercises, and other functions as directed.
• Coordinate all logistics of meeting requests including booking rooms and set up and take down of technology/other requirements.
• Provide administrative support for department meetings, committees, and or working groups as assigned, including preparation for technical support, preparation of agenda, minute taking and minute distribution.
• Offer in-person and online support with technical issues reported by faculty or staff.
• Provide administrative support on special projects where required.
• Contribute to the strategic effectiveness by participating on internal and external committees, as requested by Program Manager
• Create and maintain databases to support program outcomes with an understanding of the expected results.
• Participate in program specific marketing activities such as webinars and workshops when required.
• Provide administrative assistance to the program manager and the day-to-day operations of the department/program/classes.
• Handle and process documents with confidentiality and compliance while exercising best practice with administrative procedures: records management, records disposal, and file maintenance - physical and electronic as well as the retention and disposal of documents.
• Create and maintain efficient and detailed electronic and paper file management processes.
• Participate in professional development activities and programs as required by accreditation/ regulatory agencies.
• Perform other duties and responsibilities as assigned.

Some of the duties performed

• Check with instructors that assessments are conducted timely & in accordance with the TLP and that grades are uploaded on the Canvas Gradebook within 10 days of the due dates, in a correct manner.
• Verifying if instructors have prepared the TLP of courses with all details including details for the weekly office hours.
• Ensure attendance is being taken and uploaded on Canvas for in-person as well as online classes.
• Preparing student list: Generate a new semester students email list per courses including Full Name, FCT ID, and FCT email, for software licenses/ other purposes.
• Regularly updating Program Manager about faculty issues like lateness, absence, assessment issues, student issues, etc.
• Checking all classrooms (in -person) for arrival/presence of instructors (at starting time & 35-40 minutes before ending time of each class), as per the schedule for each working day.
• Arranging and managing resources for mid-term and end term examinations to be conducted timely and smoothly.
• Download grades and attendance metrics to elaborate the Course Summary Report on Weeks 5, 10, and 15 of each term. The information includes, class average, passing rate, comparative average, and attendance.
• Supporting Program Manger for events in the academic calendar, like Faculty Orientation, Program Specific Student Orientation, Faculty Performance Review process, PD sessions, Graduation Ceremonies etc.
• Assigning courses to Instructors on Canvas for the coming term, upon confirmation of schedule. De-assign the previous term’s courses from the blueprint courses.
• Conduct a review on Canvas for all courses/groups (before the term begins) to check that assessment components/category names are same as mentioned in the Course Outline/TLP and that each assessment category carries correct weightage towards final grades of that course. The grade division should be strictly as per mentioned in the TLP.
• Assigning term to the new courses using Blueprint courses on Canvas and populating courses with content, material, information, Course outline TLP, in every term.
• Supporting program manager/ academic department in other daily operations or tasks assigned.
• Regularly reviewing of Online courses, that quality content (lesson’s learning objectives, lecture recording with minimum length/duration, learning activities and required reading, if any) is posted to Canvas by teachers for courses assigned to them.
• Collecting/maintaining information on Weekly Office hours of the concerned faculty.
• Creating shared folders, MS Teams invites/webinars etc for various academic events/meetings.