Coordinator, Student Affairs & Programs

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

• 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

• 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

• Coordinate the Faculty of Art’s student-facing communication plan; with input from the Dean, Chairs, and Manager develop and follow consistent communication guidelines
• 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 Student Monitors as required.
• 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

• 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
• 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

OCAD University