Administrative Coordinator, Co-op Education & Workplace Partnerships

This position is part of the

OSSTF (Employee Group)

Brock University is one of Canada’s leading comprehensive universities, a Top Employer in Hamilton-Niagara, ranked #3 as Canada’s Best Employers and ranked top 10 as one of Canada’s Best Employers for Diversity compiled by Forbes and Statista. We are an inclusive, welcoming community that offers a wide range of unique career opportunities for those with passion, energy and expertise.

We are looking for team members who want to help us continue to deliver an exceptional student experience, perform impact-driven research and generate life-changing breakthroughs for our world. Ignite new possibilities for your career. Break through at Brock.

Post End Date:

Note to all candidates: This posting will close at 12:01 am on the date listed .

August 23, 2024

A Day in the Life…

Reporting to the Associate Director, Co-op Education & Workplace Partnerships, the Administrative Coordinator provides administrative and program support to ensure efficient and seamless day-to-day operations of the unit and over 40 co-op programs at both Undergraduate and Graduate levels.

The Administrative Coordinator will:

• Provide initial front line welcome and contact with students, employers, staff, faculty and members of the public via telephone, mail, email, virtual and in person;
• Monitor and coordinate CCEE common email accounts, distributing, triaging and/or responding;
• Update and maintain students and employer partners’ records in the internal database (i.e., CareerZone);
• Perform audit on Co-op student data and registration in CareerZone and DB Brock each term;
• Generate regular reports in CareerZone on appointment stats, employment stats, work term records and other advanced reports;
• Perform first tier troubleshooting for internal database for all modules and users (i.e., students, external partners, faculty/staff, etc.);
• Perform routine maintenance of modules and forms in the database with changes and termly updates;
• Test each module functions in the database for all users after each system update;
• Post incoming job postings onto the job board database;
• Ensure the accuracy and completeness of job postings and alert;
• Arrange interviews for students and employers, both on and off campus (i.e., coordinating interview schedules, booking interview rooms, following up with students and employers, distributing completed interview schedule/meeting links to students and employers, greeting and directing employers to interview room and/or Talent Partnerships team, etc.);
• Provide support to programming/workshops (i.e., booking rooms and technology, coordinating catering, arranging guest parking passes, maintaining schedules, creating registration/attendance lists, name tags, gathering related program materials, etc.);
• Track and maintain the hybrid work schedule of the team and the office hoteling platform;
• Prepare and submit invoices, expense forms, purchase orders, and cheque requisitions;
• Process employment contracts in Workday HRIS for student staff;
• Provide administrative support to Associate Director and management team, as required.

What you need to succeed…

• Completion of post-secondary courses in computer applications, office administration, or related courses, or the equivalent combination of education and experience;
• 2+ years of reception and administrative support experience in a high volume office, including database administration, preferably in a University environment; 
• Advanced computer skills, including Microsoft Office (Word, Excel, Planner, Teams, Booking, etc.), Adobe Acrobat, databases, web-based software, web maintenance, social media, learning management systems (i.e. Brightspace), graphic design tool (i.e. Canva) and Workday;
• Excellent attention to detail and ability to maintain high level of accuracy in work completed and information given;
• Knowledge of FIPPA and confidentiality requirements;
• Ability to work independently in a supportive and collaborative manner;
• Strong customer service skills and customer service orientation;
• Ability to establish priorities, organize own work, and work with minimal supervision;
• Ability to provide database troubleshooting advice, giving appropriate suggestions for solutions.

Preferred or Asset Skills

• Experience with Orbis platform.

Salary and Benefit Information

• OSSTF (I), Salary Scale ($43,107-$60,621);
• This position includes full comprehensive benefits including tuition waiver.

Applicants are required to upload a resume and cover letter as part of the application process.

Brock University is actively committed to diversity and the principles of Employment Equity and invites applications from all qualified candidates. Women, Aboriginal peoples including those who identify as members of First Nations, Inuit and Métis Peoples, members of visible minorities and racialized groups, people with disabilities, and lesbian, gay, bisexual, transgender, and queer (LGBTQ) persons are encouraged to apply. We will accommodate the needs of the applicants and the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the selection process, as outlined in the Employment Accommodation Policy https://brocku.ca/policies/wp-content/uploads/sites/94/Employment-Accommodation-Policy.pdf. Please advise: [email protected] to ensure your accessibility needs are accommodated through this process. Information received relating to accommodation measures will be addressed confidentially.

It is Brock University’s policy to give consideration to qualified internal applicants.

We appreciate all applications received; however, only candidates selected for an interview will be contacted. 

Learn more about Brock University by visiting www.brocku.ca

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