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Title FCET Office Coordinator
Job ID 13S-1038
Division/Department Faculty of Continuing Education and Training
Campus/Site Newnham
Job Classification Support
Job Type Full Time
Position Overview The Office Coordinator position is a central role of office and systems support and a front-line representative of the Faculty of Continuing Education and Training (FCET). The incumbent develops, recommends, implements, coordinates and evaluates efficient systems and procedures for the administrative support required by academic programs and service areas within FCET. The Coordinator is the senior support staff position on duty each evening and is responsible for overseeing part-time night and weekend staff.

The Office Coordinator works for the Central Faculty and Student Support Department (CFSS) and purchases supplies, equipment, and catering on behalf of FCET. The position supports student assistance and office administration initiatives, including sending announcements, conducting exam reviews, inputting full-time employee attendance, records maintenance, faculty resumes, President’s Honours List applications, and event planning. The incumbent trains new front counter and part-time staff and ensures that front counter staffing meets the needs of students.
Responsibilities • Coordinates front-line functions, filling-in as needed for student enquiries, online chat, contact centre, reception or faculty assistance; arranges additional front line personnel during peak periods; directs Program Assistants on “late nights”, part-time and weekend staff; trains and monitors part-time staff; and coordinates clerical job duties to ensure a “team” approach to the overall objectives of FCET.
• Liaises with Coordinators, Program Assistants, Chairs and service areas to ensure appropriate support for academic and administrative activities.
• Ensures that administrative/academic confidential information is gathered, sorted, disseminated and integrated, appropriately stored, and securely destroyed as required.
• Maintains email lists for dissemination of communication as indicated by the Dean, or Senior Manager, and sends out announcements and mass communications for FCET.
• Meets critical deadlines for administrative and academic supports by assessing and organizing daily, weekly, and semester work within the context of rigid deadlines for program schedules.
• Oversees accommodation letters for part-time students; provides back-up to room scheduling; reviews and retrieves exams; tracks invigilation.
• Responsible for tracking and inputting all full-time FCET staff (support and administrative) attendance records, and generating contracts for all part-time CFSS staff.
• Assists with Departmental purchasing and tracking of LPOs; arranges shredding services for FCET; ensures that central office supplies are maintained; ensures that in-class resources are available to faculty, and that office equipment is in working order.
• Organizes and schedules meetings and events and provides administrative support to the Senior Manager as required.
• Assumes responsibility individually or as a team member to assist in the effective and efficient operation of FCET, including other duties as assigned.
Qualifications • Completed 1 year Certificate in Office Administration, or equivalent education and experience.
• Minimum 3 years’ progressively complex experience in an office administrative support position with responsibilities for office coordination and customer relations, preferably within a post-secondary institution.
• Strong organizational, time management and priority setting skills in meeting a schedule of activities and critical dates.
• Ability to maintain strict confidentiality regarding student and staff records and information.
• Ability to work well under pressure while maintaining good customer service relations.
• Proficiency with Microsoft Excel, Word and online systems.
• Well-developed human relations and communication skills (verbal and written) to interact effectively with a multi-cultural/racial/able mix of students and staff; awareness, empathy and sensitivity to the cross-cultural communication requirements of clients and students.
Hourly Wage Rate Payband F: Start rate $24.91, Maximum rate $28.88
Weekly Hours of Work 35 hours (overtime as required). Monday to Friday, Noon to 8:00 PM
Required Date As soon as possible
Posting Date April 24, 2013 External
Closing Date May 1, 2013
To Apply Click on “Apply Now” below. Applications must be submitted online by the closing date and must include a covering letter and resume (as one document) in Word or pdf format. 
Note: A skills assessment may be administered and proof of degrees, credentials or equivalencies from accredited regional or federal post secondary institutions and/or their international equivalents will be required at the time of interview.
Seneca College is committed to diversity and encourages applications from all qualified candidates, especially aboriginal persons, francophones, members of sexual minority groups, persons with disabilities, visible minorities and women.
We thank all applicants for their interest in this position, however only those selected for an interview will be contacted.
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