Support Services Officer

Support Staff Full-time Replacement Position

(Full-time Support Staff will be given first consideration)

As the COVID-19 pandemic evolves around the world and in our local community, Conestoga College continues to adjust plans based on the guidance provided by our local Public Health authority. Considering these unprecedented circumstances, final hiring decisions remain contingent upon confirmed enrolment numbers and the evolving work environment. Conestoga College will take appropriate measures to protect the safety and well-being of our College community and prospective candidates throughout the recruitment and selection process, including the scheduling of remote interviews.

We require a qualified individual to provide support to operationalize a portfolio of Full-time and Continuing Education (CE) programming in the School of Workforce Development, Continuing Education, and Online Learning. The incumbent provides confidential, high-quality customer service to a variety of stakeholders including faculty, students, internal staff, Program Advisory Committee (PAC) members, via in-person meetings, telephone, and online interactions in order to support accessible, sustainable, quality, and current programming.

Although many of our employees are currently working remotely, all employees are expected to be able to work on campus as required.

Responsibilities:
Develops, markets, plans, implements, and measures within the assigned portfolio adhering to policies, procedures, and timelines

Researches market trends and the needs of the community to recommend and support new and existing programming opportunities; prepares draft versions of approval forms and rationale for review by management

Coordinates the development of new offerings in conjunction with team members

In conjunction with the College’s marketing department, attends events, prepares and maintains marketing materials to promote programs, courses, and workshops

Recommends options to help inform the Chair’s decisions on teaching and support staff assignments

Plans and coordinates all physical logistical operations for the programming at all campuses, including computer labs

Speaks with faculty as required when issues arise and determine the course of action or escalations as appropriate

Acts as the contact person for programming inquiries

Reviews data in order to complete complex administrative tasks as required including but not limited to document formatting, data manipulation, and analytics to inform scheduling and space requirements

Responsible for ensuring program faculty teaching assignment loading sheet documents are completed and up to date for contract creation

Creates part-time Faculty and Support Staff recruitment competition postings for review by management adhering to School and College standards

Utilizes College resources to include the internal systems to support efficient operations planning, implementation, and metrics

Conducts regularly scheduled meetings with appropriate Faculty/Coordinators to help ensure efficient and effective program delivery ensuring collaboration of stakeholders in order to inform management as appropriate

Ensures accuracy of publicly available programming information

Ensures that the Program Advisory Committee (PAC) requirements are met including the scheduling and coordination of meetings, interim communications, note-taking to inform minutes, creation of minutes’ drafts, as well as the creation of applicable supporting documents

Actively participates in formal College quality initiatives and documents, coordinators, and implements follow up activities as required within the scope of this position, including the Annual Program Review (APR) and Major Program Review (MPR) processes

Makes recommendations to management with regard to process improvement in the planning, operations, and metrics of existing and new programming

Determines and sources programming resources, student supplies, and related fees ensuring accuracy and communication to required stakeholders

Consolidates data and statistical information to produce cost centre budgets and submits activity report updates to the Chair as requested

Completes supporting budget information for accounts as assigned in preparation for data entry

Entering budget data in the college finance system after reviewing with management

Monitors cost centres in order to allocate resources and maintain control of expenditures to include recommendations to management

Qualifications:
Two-year Diploma required in Business or Office Administration field

Three years of practical work experience in a busy office environment with the responsibilities of a defined portfolio required; preferably within a post-secondary academic environment

Ability to meet deadlines and work under pressure

Ability to communicate effectively and respond appropriately to internal and external stakeholders

Highly organized and flexible in order to accommodate changing priorities

Ability to collect, manipulate, and analyze information and prepare a variety of reports and documents

Able to work independently

Knowledge of the Canadian Labour Market, Conestoga’s co-op programs, employment trends, and marketing techniques

Access to reliable transportation and the ability to travel to other campus locations or employer worksites as required

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