| Date: |
January, 2013 Grade: USG 7 |
| Reports to (Job Title): |
Senior Instructional Developer, Curriculum & Programming |
| Jobs Reporting (Job Titles): |
Co-op Students |
| Location: |
Main Campus |
Primary Purpose
Reporting to the Senior Instructional Developer, Curriculum & Programming, this position is responsible for managing the support and communications for CTE programming and awards for uWaterloo instructors (faculty, staff, and sessional/adjunct lecturers).
Key Accountabilities:
1.Coordinating CTE events and programs, including but not limited to:
- Managing all scheduling and registration processes and systems for a large variety of faculty programming (varying types and durations)
- Tracking, testing and reporting on registration management system and related databases
- Creating administrative infrastructure needed to support new programming
- Recommending program revisions based on program data analyses.
2.Managing data records, including but not limited to:
- Creating and maintaining accurate records for CTE program participants, including award nominations
- Generating and analyzing program statistics to assist with program planning.
3.Communicating about CTE programs, including but not limited to:
- Creating and disseminating advertising for CTE events and program information via the website and email
- Editing and coordinating the production of CTE promotional materials, including newsletters
- Writing and/or coordinating the production of institutional teaching and learning stories
- Responding to enquiries from faculty (in person, electronic mail, and telephone)
- Maintaining listservs for various CTE programs
4.Providing advising assistance, including but not limited to:
- Sharing knowledgeable advice and information with faculty members and other instructors regarding CTE courses/programs and registration procedures
- Making referrals to other CTE staff members as appropriate
- Advising/guiding those wishing to submit a teaching award nomination.
5.Training and coaching of others, including but not limited to:
- Supervising reception desk office staff (typically co-op students), including delegating workload, mentoring co-op students in administrative and project-related areas of responsibility, and handling any performance issues
- Participating in the hiring and evaluation of co-op students
6.Special projects including but not limited to:
- Coordinating university-wide teaching awards programs
- Organizing events to showcase teaching award recipients
- Overseeing CTE library purchasing and operation
- Liaising externally with university departments and support units
- Assisting with program improvement and program evaluation projects
Assisting with curriculum projects as needed, including data collection (e.g., focus group facilitation)
Position Requirements
Education:
Post-secondary degree or several years of administrative experience in an academic setting.
Experience:
- Program administration and event coordination for a wide variety of professional development programs in a university setting
- Strong skills in the areas of problem-solving, listening and referral, organization, attention to detail, oral and written communication, and a respect for confidentiality
- Ability and willingness to become proficient with new types of software
- Ability to prioritize tasks in order to meet deadlines in a high-volume environment
- Ability to interact with people from diverse backgrounds and cultures whose first language is not English
Technical:
| MS Word |
Excel |
PowerPoint |
Other |
|
Intermediate:
ability to produce documents, posters, and brochures |
Intermediate |
Intermediate
Voyageur – Intermediate
RACER - Intermediate |
Web content management software - intermediate
Enrollment management systems (including any underlying database software to generate reports) – advanced
Outlook – intermediate
Outlook Calendar - advanced
Sharepoint – intermediate
Listserv management - advanced
Quest – intermediate
Jobmine – beginner |
Nature and Scope
Interpersonal Skills:
Internally, the Program Coordinator works closely with the Senior Instructional Developer/ Curriculum and Programming; Instructional Developers for Curriculum and Programming, and Consulting and Research; Senior Instructional Developer/Blended Learning and Liaisons; Senior Instructional Developer/Integrative Learning; Senior Instructional Developer/Emerging Technologies; co-op students; and the Program Coordinator for graduate and postdoctoral programming. The Program Coordinator works with the Associate Vice President, Academic, and the Associate Provost, Graduate Studies, who chair the teaching award committees. Externally, this position is a member of the uWaterloo Communication Council and interacts with uWaterloo instructors from various departments across campus and staff members in Watport, FAUW, Catering, Library, Cooperative Education and Career Action, Creative Services, Retail Services, IST/HR, Communications and Public Affairs, and the Secretariat. In addition, the Program Coordinator has frequent interaction with the Department Chairs and Directors. Other contacts may be required depending on room booking needs.
Level of Responsibility:
The position is responsible for administering a wide variety of programming for faculty as well as coordinating university-wide teacher award programs.
Decision-Making Authority:
Decision-making and problem-solving are required when setting up new data management and administrative systems or streamlining existing systems to handle increasing participant volume, in addition to when handling queries from faculty members.
Physical and Sensory Demands:
Excellent attention to detail is required. Repetitive desk work and some movement of classroom tables/chairs. Some lifting required for workshop and/or catering set-up.
Working Environment:
Regular working hours. Stress from meeting multiple deadlines and from being the intermediary in handling instructor queries and complaints.
