Administrative Coordinator - Faculty of Skilled Trades and Apprenticeship
Durham College View all jobs
- Oshawa, ON
- Training
- Full-time
COMPETITION NO. SS26-16About Durham College:
Durham College (DC) is a leading post-secondary institution that supports students to develop career-ready skills for the ever-changing job market. With a focus on experiential learning, led by expert faculty, through field placements, applied research, co-ops and other hands-on opportunities, DC grads are known for having the skills and knowledge they need to adapt to the ever-changing workforce.A leader in innovative teaching and learning, Durham College offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, media, art and design.Our modern campuses in Oshawa and Whitby offer 145 programs - including six bachelor's degrees and 11 apprenticeship programs - to more than 11,000 full-time post-secondary and nearly 3,000 apprenticeship students. In addition, we have more than 16,000 student registrations in professional and part-time learning. More than 120,000 alumni represent the college, both locally and around the world.DC has an estimated annual economic impact of more than $913 million on Durham Region and is proud to be an active and engaged member of the communities we serve by contributing resources and expertise to enhance social and economic well-being through partnerships, investments and collaboration.Position Information:
Full-time Support Staff Position Opportunity (Temporary Employee Replacement (see Appendix D of collective agreement) June 2026 to September 2027
Payband: J; Starting Rate: $43.61; Four Year Rate: $50.39
Department: Skilled Trades & Apprenticeship
Hours: 35 hours per week (1) one hour lunch; Mon - Fri (8:00 am - 4:00 pm; Occasional evening and weekend work may be required.)
Reporting To: Associate Dean, Skilled Trades & Apprenticeship
Campus Location: Whitby
Vacancy Status: temporary vacancyDuties and Responsibilities:
This position provides high-level administrative and operational support to the Executive Dean, Dean, Associate Deans, and Faculty Finance & Administration Manager. The role supports the implementation of operational and strategic initiatives across the School and serves as a central liaison with faculty, staff, and college departments to ensure the accuracy and effectiveness of scheduling, workload planning, academic records, and reporting processes.Office Administration:
- Provide comprehensive administrative support to the Executive Dean, Dean, Associate Deans, and Faculty Finance Administration Manager
- Develop and maintain efficient office procedures and workflows
- Draft and maintain correspondence, reports, and documentation. This could include letters, memos, lists and schedules based on knowledge of the subject matter or from the Executive Dean and Associate Deans
- Support faculty onboarding, orientation, and access setup (systems, space, tools)
- Prepare contract information for all part time faculty hires as well as for all non-teaching and one-time contracts for each semester.
- Coordinate committees (e.g., PACs, focus groups): scheduling, agendas, minutes, follow-ups
- Coordinate, delegate assignments, and ensure completion of tasks to office support staff and work-study students (support in hiring, payroll, task delegation)
- Provide confidential support on sensitive matters and ensure continuity of front-office operations
- Input teaching assignments into Standard Workload Form (SWF) generated by the computer; input revisions to the SWF's submission
- Develop SWFs based on discussions between Executive Dean, Dean, and Associate Deans and faculty. Determine optimum load based on faculty preferred courses and sections available. Prepare faculty assignment list for Central Scheduling
- Liaise with leadership and central departments on workload planning and scheduling accuracy
- Monitor faculty workload, overtime, and contract compliance; recommend adjustments
- Prepare payroll documentation for sessional, partial-load, and part-time faculty
- Track attendance, overtime, and office coverage for staff
- Coordinate marks submission and ensure compliance with deadlines
- Review academic records for honours (College/President's lists) and scholarships
- Conduct graduation audits, verify eligibility, and liaise with the Registrar's Office
- Support students with academic records, equivalencies, and policy-related inquiries
- Ensure accuracy of convocation materials, awards, and recognition processes
- Timetable development, including curriculum planning and section forecasting
- Analyze enrolment data to determine course and section requirements
- Coordinate with Central Scheduling and registration teams to ensure accuracy and efficiency
- Maintain program of studies, prerequisites, and system updates (e.g., Banner)
- Ensure accuracy of block codes and ensure they meet needs for registration - ensuring appropriate number of seats in each program; that each section is utilized to the maximum and not over blocked.
- Track and resolve scheduling conflicts and change requests
- Support and coordinate faculty participation in institutional initiatives (e.g., KPIs, SFQs, Open House, Orientation)
- Act as a liaison for college-wide projects and cross-functional initiatives
- Maintain program information (program guides, course outlines, web updates)
- Upload all PQPR and annual curriculum reports on the webpage
- Bookware 3000 updates with teaching assignments for texts and course outlines based on input from Associate Dean
- Minimum of five years' related experience in a post-secondary institution.
- Superior ability to organize and oversee planning, details and execution thereof. Ability to work with minimal direction to meet established timelines.
- Dependable, resourceful and possess excellent communications and interpersonal skills with a proven ability to be clear and concise in all verbal and written communications.
- Strong organizational skills with excellent data management and time-management abilities.
- Professional demeanour with a high level of integrity and discretion.
- Ability to work under pressure and adhere to strict timelines, able to coordinate efforts among different groups.
- Adaptability, flexibility and innovative problem-solving skills.
- Demonstrates critical thinking skills to support decision making and referral of issues to appropriate internal or external individuals.
- Willingness to learn new skills.
C Wing, Second Floor - 2000 Simcoe St. N. Oshawa, ONDurham College invites applications from all qualified individuals. Durham is committed to fostering workplace diversity, and, provides accommodations to applicants with disabilities throughout our hiring process. If you require this information in alternate format; require communication supports; an accommodation in applying for a posting and/or if you are selected for an interview, please contact our Human Resources (HR) department and an HR assistant will work with you to meet your needs.We thank you for your interest in employment with Durham College however, only those candidates selected for an interview will be contacted.Land Acknowledgement
Durham College is situated on the traditional lands of the First Peoples of the Mississaugas of Scugog Island First Nation. These lands are covered under the Williams Treaties and rest within the traditional territory of the Anishinaabeg. We offer our gratitude to the Indigenous Peoples who care for and, through the treaty process, share the lands on which we live, learn, teach and prosper today.