Job Description

Coordinator, Academic Affairs

Primary Purpose: Provides the administrative support and coordination of activities in the college for the undergraduate teaching program for the Academic Services office and the Office of Associate Dean Academic.

Nature of Work: Reporting to the Manager, Academic Affairs, this position is part of an administrative team that provides administrative assistance for the Doctor of Dental Medicine (DMD), Dental Assistant (DA) program and general administrative support for the College of Dentistry and provides support to the Associate Dean Academic in academic and student affairs, including admissions, change requests and reporting needs for college administrative projects. This position coordinates the timetable, schedule, and Class Build processes and is a key member on various college and university committees and liaises with other colleges, administrative units, and external contacts and agencies. The work involves competing demands, shifting priorities, constant deadlines. This position requires a high level of attention to detail and careful handling of highly confidential and sensitive information. The incumbent is expected to act as a resource to faculty, staff and students with respect to College policies and procedures. To be successful in this position, the work must consistently meet high standards of quality, precision, and professionalism.

Typical Duties or Accountabilities:

• Coordinate all college-related processes and activities for Academic Support Services including:
• Provide administrative support for College faculty, staff and student processes and functions related to the DMD and DA programs.
• Coordinate and distribute College exam schedules.
• Manage sessions and collaborates with the student body for college and university sponsored events, conducts the research, development, interacts and builds collaborative relationships with a broad range of personnel within the college, other college and administrative units, senior administrators, and other external stakeholders.
• Register and update incoming and current student academic profiles.
• Work collaboratively with the Academic Support Services team in the administration of academic policies, procedures, regulations, and best practice, the provision of support services to students, and oversight or support for related projects and initiatives. This may include support for College programs and faculty, processes surrounding registration, exams and grades, as well as course build activities.
• Support the administration of College scholarships and awards including but not limited to maintenance of the awards\' terms of reference and award documentation, support for the Scholarship Committee, communication of award opportunities, preparation of award eligibility lists, preparation and distribution of notification letters, and maintenance of student records.
• Support academic governance processes, including administrative and logistical support, for all academic programs offered by the College of Dentistry. This includes ensuring compliance with college and university academic policies, procedures, and processes.
• Support the development and maintenance of detailed documentation describing academic programs and processes, and ensure that ongoing changes to programs and processes are communicated effectively and in a timely manner to internal and external stakeholders.
• To provide administrative oversight and logistical support for program accreditation processes, including supporting the planning, coordination, implementation, communication and data collection and analysis for quality assurance, graduate attribute assessment, and program improvement activities.
• Provide administrative committee support for College-level committees including:
• Prepare correspondence, schedule and compile documents and presentation materials relevant to the Curriculum and Progress and Promotion Committees.
• Schedule and distribution of meeting materials and minute taking.
• Shared responsibility for the general operation of the Academic Services office including:
• Respond to general inquiries (via phone, email and in person), directing inquiries to the appropriate individual/group
• Handle/distribution of mail, tracking student attendance
• Maintenance of supplies and other general administrative support duties.
• Triage academic advising inquires appropriately.
• Scheduling advising appointments for prospective and current students.
• Verifies college statistics and completes various surveys related to program, faculty and enrolment.
• Work with the College\'s communications officer to edit various publications such as the College\'s academic section of the University calendar, the Awards Bulletin, specific sections of the college website.
• Key college contact for the development of the timetable and academic schedule.
• Other duties as assigned.

Education: A university degree is required.

Experience: A minimum of four years of administrative experience, including working in a fast-paced office environment, preferably in a university setting supporting faculty or senior administrators is required.

Skills: Knowledge of the Canadian and international educational systems and professional experience in registrarial, admissions, and student services; knowledge of University of Saskatchewan policies and procedures; strong interpersonal skills with the ability to communicate and deal effectively with all levels of staff, students, faculty and the general public; exercise discretion in handling of confidential information; proficiency in calendaring and meeting scheduling; ability to recognize and implement change in policies and procedures which result in the improved delivery of administration; demonstrated professional maturity including the ability to take initiative and be self-directed; demonstrated ability to work independently and as part of a team; ability to exercise sound judgment and problem solve in a fast paced environment with frequent interruptions; proven ability to handle a variety of tasks simultaneously, prioritize effectively, and work professionally under pressure to meet deadlines in a continuously changing environment; strong attention to detail with the ability to summarize and effectively present information; excellent organizational, time-management and analytical skills; effective written and verbal communication skills; high level of proficiency in Microsoft Word, Excel, PowerPoint applications; proficiency with University programs including PAWS, Crystal Reports, Blackboard, Cascade and Concur; must have expertise for in-house support with Class Build, Registration, and Admission modules in the Banner student information system, SiRIUS.

Experience: extensive experience with supporting professional learning/ educational development and use of academic technology. Demonstrated understanding of outcomes-based assessment process.

Skills:

• Demonstrated ability to effectively collaborate with academic leaders, faculty and administrators in higher education to develop and achieve shared goals, and manage many competing priorities

• Proven initiative, organizational skills and ability to follow through on commitments
• Ability to work comfortably with senior administrators, faculty members and academic staff on academic goals and priorities
• Exceptional interpersonal and communication skills, both written and verbal, and a high level of optimism, energy and empathy

• Demonstrated understanding of teaching and learning, educational change initiatives, and/or program evaluation.

When applying, please upload a cover letter and CV/resume and mapping of your experiences to the skills outlined in the job description. There is a strong internal candidate for this position.

Inquiries regarding this position can be directed to Wendy James at wendy.james@usask.ca.

Department: College of Dentistry
Status: Permanent
Employment Group: ASPA
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $64,107.00 - 100,169.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Specialist Professional
Salary Phase/Band: Phase 1
Posted Date: 7/28/2023
Closing Date: 8/3/2023 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

The successful applicant will be required to provide the following current verification(s) where \'Yes\' is indicated below. Further information is available at:

Criminal Record Check: Not Applicable
Driver\'s License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan\'s main campus is situated on Treaty 6 Territory and the Homeland of the M\xc3\xa9tis. We pay our respects to the First Nations and M\xc3\xa9tis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.

University of Saskatchewan