Administrative Coordinator, Lifelong Learning - Jobs in Kitchener, ON

Job Description

Overview:The Administrative Coordinator, Lifelong Learning will support the Director, Lifelong Learning to meet the continuing and professional development (CPD) needs of alumni and the broader Pharmacy community, including preceptors, co-op employers and communities of practice by ensuring the smooth functioning of CPD activities. This support includes the provision of general administrative and financial support, and the development, maintenance and tracking of activities related to data management, communications, marketing, and IT support. While there are multiple CPD initiatives underway, expansion of the program is one of the goals identified in the School’s Strategic Plan.Sustainability of the CPD program through revenue generation is expected.This position is part-time (21- 28 hours per week) and contingent upon funding.Responsibilities:Administrative and Financial

• Serves as primary contact and navigates relationships with registrants and potential registrants, instructors, authors, reviewers, accreditation organizations, professional associations, software providers, UW departments (e.g., CEL, Finance, WatSPEED)
• Provides general administrative support (e.g., preparation of course registrant welcome messages, statements of completion/attendance, managing the PHRCPD inbox); first-level response to permission/publishing inquiries)
• Responsible for the provision of information regarding CPD
• Maintains records for courses/programs/events, including registration data and progression tracking
• Coordinates the implementation of course updates
• Responsible for financial reporting and analysis, including the creation of tracking tools and reports capturing expenses, revenue (including registration numbers for reconciliations), budget; preparation of e-commerce reports; tracking cost/revenue sharing agreements
• Responsible for maintenance and updating of the CPD manual (a compilation of procedures andreference manual)
• Facilitates author agreements, permission requests, translations, and memoranda of understanding (MOUs)
• Tracks editorial development and review cycles, and permission and dissemination tracking
• Identifies course or program reviewers and manages their compensation (e.g., honoraria)
• Prepares quarterly and/or annual reports, including benchmarking, for the Director, Lifelong Learning and partner organizations
• Manages the course accreditation process, including preparation of required documents and forms, submitting applications to accreditation organization(s), maintaining required files, arranging payments to accreditation organization(s) and reviewers
• Conducts environmental scans to review courses offered by other organizations on topics of interest
• Creates annual reports/info-graphics based on CPD registration and revenue data
• Content tracking and scheduling for reviews/updates, sending reminders to appropriate content creators and Director, Lifelong Learning
• Provides administrative support in preparing the CPD portion of the School’s accreditation self-study
• Undertakes work on special projects and other duties as directed by the Director, Lifelong Learning

Event Planning, Communications and Marketing

• Responsible for marketing and communication efforts, including website development and maintenance, development of promotional materials
• Assists with planning and delivery of live CPD programs
• Conducts market research and needs assessments
• Creates, conducts, and analyzes survey data, including needs assessment surveys and course/event quality assurance surveys (e.g., participant feedback)
• Coordinates exhibit booths, as required

IT Support

• Contribute to the development and/or posting of content in various learning management system (e.g., Pharmacy5in5, Thinkific, LEARN)
• Responsible for the administration of learning management systems (e.g., assist users with technical requirements, monitor for broken links/content updates, testing software updates)
• Liaise with technical service providers (e.g., Tuq)
• E-commerce support (e.g., University’s Shopify online store)
• Issuing refunds for subscriptions

Qualifications:

• University degree or equivalent post-secondary education and experience
• 3-5 years’ experience working in the post-secondary environment
• Experience working with adult learners, preferably in the healthcare sector, with healthcare practitioners
• Experience in relationship management
• Experience in creating effective operational processes
• Experience with financial reporting and analysis
• Demonstrated project management experience from inception through completion
• Experience in writing communication materials
• Setting up and hosting Zoom meetings with breakout groups, and webinars
• Experience using learning management systems (e.g., LEARN), an asset
• E-commerce, Thinkific, LEARN
• Intermediate skills in MS Office suite, particularly Excel
• Demonstrated ability to effectively manage multiple projects in a fast-paced, dynamic environment
• Demonstrated ability to take initiative and work both independently, and as a team member
• Superior written and interpersonal communication skills and relationship management
• Responsive with a service-oriented attitude
• Demonstrated judgment, tact, and diplomacy
• Demonstrated ability to handle confidential information
• Demonstrated aptitude for problem solving and attending to detail
• Ability to proactively anticipate challenges and take the initiative to resolve issues before they become problems
• Strong interpersonal and relationship-building skills

Vaccination Requirement Statement:Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.Equity Statement:The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.Quick Apply

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