Office of the Provost and Vice-President, Academic - Projects Coordinator - Jobs in Oshawa, ON

Job Description

Faculty or Department: Office of the Provost and Vice-President, AcademicNumber of Positions: 1Position Title: Projects CoordinatorAppointment Type: Full-Time ContinuingHours of work: 35 hours per weekSalary Range: Provisionally Rated Level 7 – Annual Hiring Salary, $54,305, with annual step progression in accordance with the Salary Grid.Posting Date: November 17, 2021Closing Date: December 1, 2021Job Summary:Reporting to the Assistant to the Provost, the Projects Coordinator is a member of the Office of the Provost team and will provide coordination and support for special projects and Provost Office initiatives. These include support for funding and grant application development and submission, committees (e.g., Tenure and Promotion Committee), and contract and agreement tracking, and other projects as assigned.This newly created position is best suited for someone who has a strong aptitude for developing processes and procedures, and enjoys coordinating/supporting a variety of projects in different ways. This is an exciting opportunity for the successful candidate to develop this role and be part of a great team!Nature of Work:Working collaboratively with other units within the University, the Projects Coordinator is responsible to develop and maintain standard procedures for various contracts and agreements that require the Provost’s signature, provide support to the University Tenure and Promotion process, support Provost Office Committees, and provide project support as required.Responsibilities/Accountabilities:Project Support

• Provide coordination and support on special projects and Provost Office initiatives such as funding and grant opportunities, Expressions of Interest, and other projects as assigned. Projects may be ad hoc and short term or continuous in nature.
• Organizes the various parts of a project to ensure its success. Ensuring documentation is maintained throughout the length of the project and tracking timelines and deliverables.
• Be able to act as either a project lead or assisting the project lead, with administrative functions and processes, depending on the project.

Contract & Agreements

• Working collaboratively with other units, develop, implement, and maintain standard internal processes for contracts and agreements that require Provost approval ensuring all required reviews are completed.
• Create and maintain a Provost Office tracking system for Memoranda of Understanding, contracts, agreements, and other similar documents that require the Provost’s approval.
• Develop an online filing system for contract and agreements for Provost Office use.
• Other administrative support as required.

Tenure & PromotionIn coordination with the Assistant to the Provost:

• Support the tracking of the annual University T&P Committees membership list, identify vacancies, and support filling vacant position as required.
• Assist with coordinating and scheduling the annual T&P Committee meetings.
• Coordinate the electronic files for the T&P Committees.
• Assist with updating the online Took Kit as required.
• Adheres to the specific Articles in the Collective Agreement in supporting the processes and procedures.
• Other administrative support for this process as required.

Committee Support

• Support Provost Office standing Committees. This includes developing the processes, tracking and maintaining annual memberships identifying vacancies, maintaining and updating Terms of Reference. Working collaboratively with other units for this process.
• Serve as a Committee member for the Office of the Provost for University standing and ad hoc committees as assigned. Provide various levels of support to those committees if required. Provide updates on committee activity, as required, to identify any action items needed from the Office of the Provost.
• Other administrative support as required.

Required Skills

• Strong understanding of development/implementation of Process and Procedures.
• Ability to maintain a high level of confidentiality while handling sensitive information and exercise appropriate protocol while working with this information.
• Positive attitude and an excellent ability to build relationships with multiple teams and stakeholders.
• Can be successful independently and as part of a team.
• Time management and priority management skills.
• Attention to detail and strong analytical skills.
• Committed to working in and positively supporting a team environment/term approach to projects.
• Friendly, flexible, and an excellent communicator.

Education

• Completion of a formal post-secondary/college/university program of three academic years or equivalent combination of relevant education and experience.
• Credentialing in project management would be considered an asset.

• Verification of Academic credentials may be required

Required ExperienceMinimum 3 to 5 years work experience, which demonstrates:

• Comprehensive knowledge of university programs, systems, policies, collective agreements, procedures, governance and academic and administrative activities is a definite asset
• Attention to detail and strong analytical skills.
• Experience with developing and implementing policies.
• Experience in coordinating and supporting

How to Apply:Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted December 1, 2021, or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.Ontario Tech University is an equal opportunity employer and welcomes applications from all qualified candidates, while especially encouraging applications from women, members of visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation, gender identity, and gender expression. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents and Indigenous Peoples in Canada will be given priority.Ontario Tech University respects peoples different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.The University has implemented a mandatory vaccine directive and this affects all employees, students and community members attending our University campus. As a result, all Ontario Tech employees attending campus are required to be fully vaccinated against Covid-19. Where operational needs require you to attend campus to perform the duties of your job, you will be required to comply with this request and with the mandatory vaccine directive which requires all employees to be fully vaccinated to attend campus as of October 17, 2021. To learn more about the University’s mandatory vaccination directive, please click here.The university recognizes some faculty and staff may require accommodations. We are committed to an accommodation process in which individualized needs (e.g. for medical and religious/creed grounds) are appropriately addressed under the Ontario Human Rights Code. If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility PolicyThe university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.Quick Apply

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