Program Support Coordinator, UofGH - Appendix D (2 Positions)

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We’re currently recruiting for the Program Support Coordinator. If you are interested in working in higher education and are looking to contribute to Guelph-Humber’s unique academic offering, here is your opportunity to join our team. 

Job Details:

Position Title: Program Support Coordinator (2 Positions)

Status: Appendix D

Hours per week: 37.5 hours

Program/Department: Community Social Services and Liberal Studies (will be assigned to support other programs as required by operational needs)

Campus/Location: The University of Guelph-Humber (207 Humber College Blvd, Toronto) located within the traditional and treaty lands of the Mississaugas of the Credit.

Salary: Payband G ($32.42 - $37.57)

The Program Support Coordinator Role:

Reporting to the Chair, Program Support Coordinator (PSC) will provide a core role in attending to the day-to-day operations and details of administrating programs while providing a comprehensive range of support services to instructors, students, partner institutions, and external stakeholders.  Responsibilities include but are not limited to administrative, program, financial, human resources, marketing, interdepartmental and university-wide support.  The incumbent also acts as a resource to students, instructors, and administrators on the application of the University of Guelph, Humber College and University of Guelph-Humber policies and procedures.  It is also expected the incumbent will continue to develop opportunities that positively impact the learning environment.

The incumbent is responsible for providing a comprehensive range of supports and coordinates processes that include student/instructor support, University initiatives/event support/work (e.g., instructor orientation, AMAP) and program related support which may include developing and maintaining partnerships with external stakeholders.  These tasks include the completion of complex administrative duties in support of the program(s) specific projects and/or the University.

The PSC provides administrative support to the Chair and Assistant Program Head and is expected to support other program(s).  The incumbent is required to organize and expedite the flow of work through the Chair's office and to have a thorough understanding of program operations, customer service best practices, and to communicate or escalate matters when necessary.

The PSC enhances the overall student experience at the University of Guelph-Humber and participates in and/or lead projects, initiatives, events, and activities specific to the program(s) as well as supporting other programs and providing coverage as required. Additionally, the PSC will prepare and participate in activities, acting as the main program liaison to coordinate logistics that support university-wide and program-related events (e.g., Convocation, Open Houses, Instructor Orientation, Program Information Sessions).

Academic, Student, and Faculty Support 

Under the direction of the academic team within the program(s):

• Communicates with students and instructors using discretion, confidentiality, diplomacy, and sound judgement with respect to enquiries via telephone, in person or email (financial services, awards, appeals, petitions, academic calendars, policies, procedures and/or protocols within the program or university).
• Proactively responds to and resolves issues where appropriate.  This may include making urgent referrals to appropriate Guelph-Humber, Humber, or Guelph services, diffusing as appropriate and/or escalating issues, particularly during peak periods such as during start and end of terms.
• Interprets and applies relevant policies/procedures in consultation with the Chair and Assistant Program Head, explaining and providing information to impacted stakeholders.
• Advises and coordinates activities, logistics and resources in support of programs and the University activities (e.g. printing copies of tests).
• Liaises extensively with and acts as a resource for students, instructors, administrative and support staff, and other internal and external stakeholders.
• Supports curriculum planning and academic delivery including troubleshooting, as required audio-visual equipment, computers, on-boarding issues, exams etc.
• Supports the implementation and operations of systems that support academic delivery (e.g., Learning Management System, Course Outline System).
• Ensures course outlines are uploaded and accurate providing appropriate supports where required to instructors.
• Maintains and supports the offices and specialized learning spaces including purchasing of supplies and inventory management.
• Compiles and analyzes research-based data from various sources, producing reports, and identifying trends to develop solutions, strategies and maintain relevancy as well as currency and competitiveness in market.
• Collects and presents data each semester that ensures the development of appropriate program and university supports for instructors (e.g., questions, seminars/webinars, mid-term check-in, instructor turn-over).
• Participates as an active member to represent the program on various committees, within both the program and university community, which may include minute taking and bringing back action items to the Chair/Assistant Program Head) (e.g., Curriculum Committee, etc.).
• Analyzes accuracy and integrity of data utilizing multiple Guelph-Humber and partner systems (e.g., HRMS, course outline system) and planning documents.
• Discusses data discrepancy with Chair/Assistant Program Head for direction on corrections.

Administrative Support

• Schedules appointments, coordinates meetings, reviews agendas, prepares materials for meetings (minutes or documents), and follows-up on action items.
• Coordinates room bookings, busses and/or shuttle services, and creates hotel reservations for stakeholders within the program, or re-directs requests to appropriate internal stakeholders within the university, as applicable.
• Ensures meeting rooms and physical spaces within the program area are maintained for stakeholder meetings or activities (e.g. catering has arrived/been removed; room set-up is correct), as required.
• Analyzes administrative processes and procedures and recommends changes for improvement, efficiency, and enhancements.
• Serves as a resource by providing (non-supervisory) job-related guidance to faculty, instructors, and staff.
• Gathers, processes, and distributes information as appropriate including gathering background information for meetings, recording, and processing minutes and completing post-meeting correspondence and follow-up.
• Coordinates and liaises with visiting guests, speakers and industry representatives as required.
• Initiates paperwork and ensures appropriate travel arrangements for program related activities are completed in accordance with policies, procedures, and practices (e.g., case competitions, CSI competitions).
• Collates and organizes data for various reports.
• Provide support, training, and coverage for other PSC as required

Financial Support

• Creates and submits expense reports for the Chair and Assistant Program Head utilizing various technologies or reports (e.g., Chrome River, Excel, etc.) in accordance with policies and procedures. 
• In collaboration with the Chair and in accordance with relevant policies and procedures, facilitate purchases on behalf of program, with respective approvals

Human Resources Support

• Provides support to the Chair/Assistant Program Head, as required, to ensure courses are staffed each semester.
• Liaises with appropriate Humber personnel to follow-up on outstanding Humber instructor requisitions and/or contracts, as required (e.g., contracts missing or not accepted/processed).
• Liaises with Academic Services at Guelph-Humber to follow-up on outstanding Guelph instructor requisitions and/or contracts, as required (e.g., contracts missing or not accepted/processed).
• Coordinates and tracks onboarding for faculty and instructors as well as planning and sending program specific orientation materials (e.g., specific program level information for instructors prior to or on their start date).
• Supports and participates in university orientations for faculty and instructors.
• Advises Chair of instructor absences.
• Under the direction of the Chair, completes payroll authorization forms (PAFs) for other academic payments in alignment with Guelph-Humber approved payments practice (e.g., thesis supervising, guest speakers, work outside of academic contracts)

Event Support

• As requested through the Vice-Provost’s Office, prepare, and participate in activities, acting as the main program liaison to coordinate logistics that support university-wide and program related events (e.g., Convocation, Open Houses, Instructor Orientation, Program Information Sessions).
• In collaboration with the Chair and Assistant Program Head, organize and develop materials for program specific events/activities and work closely with respective stakeholders at the university to ensure alignment to the University brand guidelines-requirements (e.g., print, distribute, use of social media and/or website materials).
• Maintain all materials that support faculty and instructors teaching in the program and coordinate with the university to avoid duplication of efforts/materials.
• Keep all educational program materials up to date, make revisions as required and ensure these are distributed in an appropriate and timely manner (e.g., practicum manuals).
• Identify and report errors in existing university and program marketing and web materials to ensure the integrity of the program and university brand is maintained.
• Research, present and maintain a portfolio of ideas/initiatives for program related events to maintain currency, relevancy, and interest (including initiatives at other institutions).
• Support, participate in and attend program and university events acting as an ambassador for the program and enhancing the promotion of the program profile as well as the university.
• Support in the coordination of off-site events with some travel and chaperoning required as appropriate (e.g., case competitions, mooting competitions, etc.)

What you bring to the role:

Education:

4-year degree or equivalent in Commerce, Business Administration, Human Resources, Management

Experience and Skills:

• Minimum of three (3) years related experience supporting administration or office management.
• Demonstrated skill and high-level of proficiency with Microsoft Office products (e.g., creating and editing documents in Word, creating pivot tables in Excel, Drafting presentations in PowerPoint), Adobe and databases.
• Demonstrated literacy and digital fluency with systems.
• ‘Excellent administrative skills including strong organizational skills and the ability to manage conflicting priorities and competing deadlines.
• Experience providing program or event based administrative support ideally in higher education or the non-profit sector.
• Experience analyzing, collecting, organizing data including generating reports.
• Ability to multi-task in a fast-paced environment and effectively prioritizing activities.
• Demonstrated ability to take initiative to improve processes.
• Ability to work well independently but also as part of a team.
• Ability to stay well-informed on policies, rules, regulations and guidelines.
• Exceptional communication skills, written and verbal.
• Demonstrated commitment to equity, diversity and inclusion in all work responsibilities and in collaborative workplace practices.

Join us and achieve better together!

At the University of Guelph-Humber, we don’t just accept difference — we celebrate it! If your experience is close to what we’re looking for, consider applying and tell us why you are a great candidate for this job. Only applicants selected for an interview will be contacted. 

Equity, Diversity, and Inclusion 
 
The University of Guelph-Humber is committed to a workforce that reflects the diversity of our students and our city. We encourage applications from Indigenous Peoples and individuals from equity-deserving groups.
 
Accommodation 
 
The University of Guelph-Humber is committed to accommodating applicants with disabilities throughout the hiring process and will work with applicants at any stage of the hiring process who require accommodation. This document is available in alternate formats upon request. 

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