Administrative Coordinator, Co-op Education & Workplace Partnerships

Brock University is located on the traditional territory of the Haudenosaunee and Anishinaabe peoples, many of whom continue to live and work here today. This territory is covered by the Upper Canada Treaties and is within the land protected by the Dish with One Spoon Wampum Agreement.

We are one of Canada’s leading comprehensive universities and a Top Employer in Hamilton-Niagara. Brock has been ranked #3 as Canada’s Best Employers and 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.

Ignite new possibilities for your career. Break through at Brock.

Post End Date:

October 16, 2024

Applications will be accepted until 11:59 PM on the Posting End Date.

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:

• 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;
• Provide initial front-line support and welcome 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;
• 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.
• This position is included in the Ontario Secondary School Teachers Federation (OSSTF) Bargaining Unit and: 
• Salary is therefore determined by the OSSTF Collective agreem