The Biology Department in UFV’s Faculty of Science invites applications for the Department Coordinator, Biology (“Coordinator”) opening.
The Coordinator provides confidential administrative support, dealing with administrative problems and inquiries as appropriate. The Coordinator serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues.
The Coordinator ensures continuity and consistency in the department / school by providing ongoing support and information across the academic area. The Incumbent monitors and communicates department timelines and is responsible for handling records management for their area.
The Coordinator:
• Coordinates administrative operations of the academic area including dealing with complex problems, inquiries, and issues in support of Director/Department Heads, and Faculty leadership team.
• Prepares departmental documents including timetables, workload sheets, course outlines for Undergraduate Education Committee (UEC) and the Curriculum Committee, and calendar materials; responsible for maintaining current records of these documents in coordination with Director/Department Heads.
• Tracks and administers timetable development including entering information in the Data Collection Utility (DCU) and develops and maintains files and reports for workload reconciliation.
• Coordinates textbook orders including liaising with Director/Department Heads and faculty members to ensure resources required are ordered and received.
• Organizes and maintains documentation required for the approval of all new program and course changes; ensures course outlines are current; tracks where curriculum and other related submissions are in the approval process.
• Liaises with Office of the Registrar of matters relating to transfer credit, student records, system reports, registration, and departmental priorities.
• Assists in coordinating employment / volunteer / outreach opportunities for students, such as work study, volunteer and/or clinical and practicum placements, subject pools, tutoring jobs as required.
• Monitors course registration and wait lists, assists with pre-screening and the coordination of transfer credit requests.
• Acts as primary point of contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues.
• Monitors and communicates critical department timelines, including coordinating academic areas to ensure that required deliverables are consistently met, follows up with faculty, director/department heads as required to meet timelines.
• Tracks and monitors budgets and expenses including extracting data and reports and provides information to departmental / school leadership.
• Prepares payment for materials, such as lab equipment and supplies.
• Prepares, revises, and tracks contracts for sessional, LTA and faculty contracts.
• Assists students by assessing queries, requests, or concerns, providing initial assistance, and determining who student should contact for further support (i.e., Faculty, Head, Advising, Counseling, etc.).
• Assists with collating information for student awards and liaises with Financial Aid Office.
• Develops, organizes, and maintains departmental information files, records, and reports, in accordance with UFV guidelines and the FIPPA Act.
• Analyzes and recommends improved departmental procedures and activities.
• Organizes and coordinates department and committee meetings; includes room bookings and all aspects of logistics, prepares agendas, gathers meeting materials and / or resources, takes meeting notes and follows up on action items.
• Oversees event planning from concept to completion; plans and facilitates logistics for events, including rental contracts, guest lists, venue preparation, presentation materials, security, catering, entertainment, transportation, equipment, decor, and marketing materials.
• Assists with student recruitment strategies and activities.
• Creates and distributes marketing materials, in cooperation with Marketing.
• Provides information on department programs to other UFV departments, students, outside agencies, and the general public.
• Completes content updates on the Department / School website (e.g., Faculty biographies, announcements, important dates, course information); organizes Department / School social media accounts.
• Assists with access requests for staff and faculty including room access, keys and FOB’s, network access; arranges for equipment and resources for staff and instructors.
• Oversees temporary or casual staff, and student employees, including work-study students.
• Communicates in a respectful and professional manner with all members of the team, department, University community and external partners.
• Collaborates effectively as a team member, including sharing information, cross training, and interpersonal cooperation.
• Demonstrates respect for all members of the UFV community and proactively works to create an environment of inclusivity and accessibility.
• Engages in learning and activities related to actioning indigenization and understanding the impact of colonialism and the purpose of reconciliation.
• Participates in committees and project teams as required.
• Undertakes related duties as assigned, consistent with the job grade of the position.
Qualifications:
• Diploma from an accredited post-secondary institution.
• Three years of experience, preferably in a related position.
• Training or experience in tracking financial records / bookkeeping and office procedures.
• Knowledge with Banner and Active Content (web) Management System preferred.
• Proficient in Microsoft Office Professional (Word, Excel, Access, Publisher, PowerPoint, Front Page, and Adobe).
• Experience in Web and Social Media Platforms.
• Ability to work independently under minimal supervision, exercising good judgement and initiative.
• Well-developed customer service skills; ability to deal sensitively, effectively, and professionally with students, staff, faculty and other professional groups as well as the public.
• Conflict management and problem-solving skills.
• Well-developed interpersonal skills and written and oral communication skills.
• Excellent time-management, organization, planning, coordination, prioritization, and follow-up skills.
• Experience with planning special events.
• Ability to remain calm under pressure and maintain confidentiality.
• Ability to successfully recognize, analyze and resolve problems.
• Knowledge of UFV and BC Post-Secondary system an asset.
Please head here to apply: http://clients.njoyn.com/CL3/xweb/xweb.asp?clid=56144&page=jobdetails&jobid=J0823-1657&BRID=EX236827&SBDID=1&LANG=1
About UFV:
The University of the Fraser Valley is located on the traditional territory of the Halq’eméylem-speaking peoples. We express our gratitude and respect for the honour of living and working in Stó:lō Tém:éxw (Stó:lō Land; Stó:lō World). In all that we do, UFV strives to support and honour the Stó:lō peoples goals of self-determination and well-being on these lands. A commitment to Indigenization and Reconciliation is core to our institutional Vision and Integrated Strategic Plan: IYAQAWTXW — which means House of Transformation. This commitment includes the goal of centering Indigenous ways of knowing throughout our organization, recognizing our responsibilities to community, and a multi-year plan to increase the number of Indigenous faculty, staff, and administrators working at UFV.
UFV has four campus locations within the beautiful Fraser Valley in British Columbia. Recognized as one of BC’s top employers, UFV offers a combination of career and lifestyle benefits. Join a team of 1,400 passionate professionals who value integrity, inclusivity and excellence. At UFV, you will serve a vibrant community, and shape the future of 15,000 students.
Indigenization, equity, and diversity are essential to our work as a university. A diverse community fosters the inclusion of voices that have been historically underrepresented and marginalized. At UFV, we are committed to recruiting a diverse workforce that represents the community we proudly serve. We encourage applications from Indigenous peoples, members of groups that experience discrimination due to race, colour, place of origin, ancestry, and/or religion, persons who identify as women and 2SLGBTQ+, and persons with disabilities. We invite applicants to complete a confidential self-identification survey as part of the application process. All questions are voluntary, with an option to decline to answer. Information will be used to support efforts to broaden the diversity of the recruitment process, and results are not shared with the selection committee. Inquiries about the survey may be directed to careers@ufv.ca. Learn more about our commitment to diversity and inclusion.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. In an effort to be both environmentally and fiscally responsible, UFV will contact only candidates receiving an interview. We thank all applicants for considering UFV for employment. Shortlisted applicants may be required to undergo a criminal record check and/ or a verification of their education credentials.
UFV is committed to the principle of equity in employment.