Department of Human Resources s17

Department of Human Resources

OPSEU Job Description

Job Title: Administrative Coordinator Job Number: SO-391 NOC: 1241 Band: 6 Department: Centre for Teaching and Learning Supervisor Title: Director, Centre for Teaching and Learning Dean of Education and Professional Learning

Last Reviewed: February 28, 2017

Job Purpose Coordinates the day to day operations of the Centre for Teaching and Learning (CTL) office including drafting and coordinating all internal and external communications, organizing all events, preparing and monitoring the CTL operating budget as well as the Symons accounts, partnering on collaborative projects and facilitating the managing of collaborative meeting spaces.

Key Activities 1. Oversees all advertising and communications for CTL initiatives including, but not limited to, the monthly Showcase features, professional learning sessions, open chair, teaching fellowships, awards and other special initiatives as they arise through the use of digital signboards, portal news, bulletins and event announcements, website, social media, library display case, print material including posters and brochures and targeted emails to faculty and other departments. This position requires regular communication with dignitaries through the CTL Director, the President’s office, office of the Vice President, External Relations & Advancement and the Marketing & Communications department. 20% 2. Provides all logistical needs for a comprehensive schedule of professional development events including booking of room, refreshments and layout of room, communication with, introduction of and follow-up thank you to facilitator, creation and distribution of summary notes to participants and follow-up surveys to participants. 20% 3. Collaborates on university projects as they arise on behalf of the CTL (e.g. Design of collaborative spaces, student and faculty transition programs, and special events.) 16% 4. Manages all logistical details of the annual Celebration of Teaching Excellence and Symons Reception including catering, promotions, room layout, technical and sound requirements, program and invitation design and communications. 12%

Job Number: SO-391 Page 1 of 5 Last updated: February 28, 2017 5. Administers all aspects of the CTL operating budget as well as the Symons endowed and expendable budgets. This includes regular reporting to Professor Tom Symons to ensure that records are maintained and funds are spent wisely ensuring that the founding president of Trent is abreast on the funds he has personally invested. Prepares and monitors all aspects of CTL operating budget as well as the Symons endowed and expendable budgets. 9% 6. Produces the CTL newsletter three times annually as well as the CTL annual report as a means of keeping the Trent community informed of the CTL mission, projects, initiatives and latest news. Responsibilities include compilation, drafting and distribution. 8% 7. Administers the booking system for Bata Library, Room 201 including ensuring bookings requested adhere to the designated criteria and inquiries and bookings are responded to in a timely fashion to ensure that this new teaching and learning space is maintained and utilized in a manner benefitting the overall Trent community. 7% 8. Provides a wide range of administrative support for the CTL office including website design, organization and content, acting as a buyer for merchandise, organizing the schedule for the bi-annual Open Chair, booking registration and accommodation for conferences for CTL staff, taking minutes for various meetings, preparing paperwork for student placements, scheduling support to the director and related bookings, monitoring and ordering of supplies and telephone maintenance. 6% 9. Coordinates and distributes the invitation list for the annual Symons Reception by communication with Professor and Mrs. Symons to ensure that all pertinent and desired guests receive an invitation to the event and ensure the satisfaction of the founding president. 2%

Analytical Reasoning 1. Each professional learning event is unique and many cater to a different ‘sector’ of the Trent community. A great deal of effort is extended to promote each & every event to ensure optimal attendance. Analytical reasoning is used to decide on the most appropriate action / method in which to promote the event is key to the success of the event and happiness of the volunteer facilitator. (e.g. Sometimes choosing to send an email to ALL faculty is worthwhile and other times it is important to consider the number of times emails faculty receive and whether there is a more effective means to promote the event. Always keeping a positive image of CTL for everyone the department touches in some way is important.) 2. Planning the Celebration of Teaching Excellence annually requires analytical reasoning through analysis of last year’s event, consideration of the award recipients and how best to leverage their position at the university to attract more attendees to event, keeping solid records each year to ensure the optimal amount of food is ordered and being able to adapt plans to the situation (e.g. knowing who is in attendance and whether the script needs to be adjusted quickly.) 3. Hosting the Professional Learning sessions requires analytical reasoning of the attendance levels and why they were or were not at an anticipated level and also gathering feedback from those who did attend on the session. The decision was made to create a survey distributed after each session in an effort to improve content of, timing of sessions and offer the most effective slate of events.

Job Number: SO-391 Page 2 of 5 Last updated: February 28, 2017 4. Overall scope of position is incredibly varied, adaptability to change and ability to offer quick suggestions and judgements based on conflicting priorities. (ie. Working on preparations for the Celebration of Teaching Excellence and requests from colleagues are made to review work, opinions on how best to approach an upcoming consultation and / or a variety of questions that need answers.

Decision Making 1. Many decisions are made while coordinating the Celebration of Teaching Excellence, the majority of which are made independently without consultation from my supervisor with examples being the layout of the room, the menu, the timing and décor. Occasional supervision in the form of a budget and suggestions are provided from supervisor. 2. Following up from the Symons Reception, recommendations were made to select a new caterer based on the price charged and the amount of food that was served to the attendees. Decisions like this are suggested based on personal experiences of being involved with dozens of events but the subject was broached in a careful manner with Professor and Mrs. Symons. 3. Communications are posted on at least a weekly basis in a variety of forms including portal articles, digital signboards, website and social media. Decisions are made on the content to post, the timing and the type of advertising medium to use.

Impact 1. The impact of decisions made while organizing the Celebration of Teaching Excellence will affect the attendees of the event including award winners who will have a worse experience if poor decisions are made on the logistics of the event, the operating budget if overspending occurs due to poor planning and the image of the CTL the senior admin have could be impacted due to poor decisions made during coordinating. 2. The impact of decisions made on suppliers to use for merchandise and office supplies ie. if quotes are not obtained and too high of price is paid it impacts our budget, if shipment of goods is not timely, office production could be effected 3. If I had decided not to voice my opinion on the catering for the Symons reception, this may have resulted in a similar experience a second year in a row, which would not have created a positive image of the university and the founding president in the minds of Trent and community members, whom Professor Symons invites into his home for this annual event. 4. Deciding to suggest and take on the organizing of the Secret Path screening meant a very successful and important event was provided to the Trent and Peterborough community with great promotion and exposure for Indigenous Studies and the Education programs in particular. 5. Establishing a brief follow up survey sent following each professional learning event has provided valuable feedback for the volunteer facilitators which they will appreciate being able to use in their portfolio, entices them to offer sessions again and the testimonials received are valuable content to include in newsletters and annual reports. The surveys also allow CTL to create an optimal schedule each year.

Job Number: SO-391 Page 3 of 5 Last updated: February 28, 2017 Education General University Degree (3 year) required; Honours preferred. Preference will be given to candidates with a degree in Education, Educational Psychology or Business Administration.

Experience Required 1. A minimum of three years’ experience in an administrative positon in a post-secondary institution including a minimum of 2 years of event and/or project management experience. 2. Must be proficient in the use of computer applications such as intermediate level word processing, spreadsheets and database applications. 3. Experience with Drupal, online event enrolment systems, digital signage software and room booking scheduling software (Infosilem) 4. Excellent oral and written communication skills. 5. Excellent interpersonal skills. 6. Ability to work both independently and as a team player in an open concept office 7. Demonstrated skills in, and commitment to, customer service.

Responsibility for the Work of Others N/A

Communication Indicate the title(s) of individuals internal and external to the University that the incumbent communicates with on a regular basis. Provide a brief description of the purpose for communicating with these individuals.

Internal  Facility Management – explaining specific needs and timing for events managing  Marketing – clearly describing an event/project for assistance with marketing CTL initiatives & consulting for advice on marketing initiatives CTL can do  Faculty – answering questions in a polite and effective manner to random faculty stop in to the centre with questions or email with queries  Collaborative Team Members – discussing details, asking questions, offering opinions, etc. with various reps of departments depending on project  Print Shop – describing needs and sometimes gently requesting work be done under tight time constraints  Information Technology – describing needs in a clear manner & seek advice on various technological challenges  Various depts. – President’s office, provosts office, VP’s office – distribution of annual reports & newsletters & PL brochures with accompanying letter and communicate with on various initiatives CTL is undertaking  Faculty / staff – writing of follow up thank you letters to volunteer professional learning facilitators as well as summarize & synthesize content of session into summary notes distributed to all attendees of event  Chairs / Admin Assistants – conveying of information on events that CTL is hosting through email  Students – (graduate & undergraduate) – responding to routine questions from students (e.g. how to get to a class, where library liaison help is located, answering questions about

Job Number: SO-391 Page 4 of 5 Last updated: February 28, 2017 GTA certificate and communication on paperwork associated with timesheets for work performed.)

External  Professor Tom Symons – communicate in a polite, respectful and clear manner on issues relating to Symons reception & Symons accounts through annual reporting  Outside Vendors – contacting suppliers to create CTL merchandise, flowers & other logistical requirements for various events (C of TE, thank you event) inquiring about price, colour, quantity, etc.  News Releases (written) being distributed externally from the university

Motor/ Sensory Skills Motor Skills Requiring Fine motor skills, dexterity Data entry input, requiring both speed and accuracy

Sensory Skills Carefully editing print material for errors, colour and formatting

Effort Mental Requiring Focus Open concept office, with teaching office hours held in office as well as meetings at board table. Multiple projects always in progress, open concept office with frequent interruptions Physical Walking Physical effort required in walking campus for a couple of hours to hang posters, distribute material Standing Physical effort of being on feet for several hours on site at events (teaching awards)

Working Conditions Psychological  Conflicting work priorities/ multiple competing demands  Lack of privacy, close proximity to colleagues (visual and audio)  Excessive interruptions from co-workers and students / faculty dropping in  Anxiety & stress – dealing with frustrated people (e.g. TUFA rep expressing his views, volunteer facilitator with demanding expectations on upcoming session)

Job Number: SO-391 Page 5 of 5 Last updated: February 28, 2017