Coordinator, Academic Planning

at  OCAD University

OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create.

Academic Planning and Faculty Resource Administration

• Provide support to Manager, Associate Dean, Dean and Program Chairs in the planning and programming of courses and faculty assignments, including logistical and system support using university scheduling software, maintaining the integrity of scheduling data and adhering to diversity and equity practices
• Provide support to Manager, Associate Dean, Dean and Program Chairs by reviewing, conducting and maintaining analysis of the faculty complement, enrolment data and enrolment management strategies
• Maintain accurate electronic records and prepare statistical reports to the Manager, Associate Dean, Dean and Program Chairs in relation to human resource, academic planning and curriculum development
• Support Manager, Associate Dean and Dean with faculty hiring and renewal processes, actively incorporating diversity, equity, and inclusion into the recruitment and selection processes
• Collaborate with Manager, Associate Dean, Dean and People & Culture to ensure compliance with Human Resource and Memorandum of Agreement policies, procedures and deadlines, including committee compositions, faculty appointments, faculty workload assignments, employment standards, training requirements and privacy regulations
• Maintain accurate records and support Manager with tracking and reporting of faculty complements
• Support Manager with accurate budgeting and tracking of budget and payroll expenses, including accuracy of pay rates and pay periods for sessional instructors, teaching assistants and student monitors in consultation with People & Culture and HRIS
• Act as secondary approver for bi-weekly payroll submissions, review and verify teaching assistant and student monitor submissions to ensure accurate and timely processing of payments
• Maintain records and documentation, adhering to financial regulations and reporting requirements, related to sessional instructors, teaching assistants and student monitor compensation, including the processing of honorariums, reimbursements, actual and budget transfers
• Liaise and collaborate, when required, with other departments such as Institutional Analysis, Registrar’s Office, Campus Operations and Safety & Security Services regarding institutional planning, scheduling efficiencies and dissemination of new policies
• Explore and recommend appropriate technological tools and platforms to enhance academic planning, scheduling, resource administration and curriculum development

Curriculum Development and Program Accreditation

• Support curriculum development initiatives and collaborate with Program Chairs, Manager, Associate Dean, Dean and faculty to ensure compliance with academic standards, academic approval deadlines and academic reporting processes
• Act as secretary to Program and Faculty of Arts and Science Curriculum Committees, including minute-taking, inputting proposals into the Electronic Content Management Software System and processing materials going to the Senate Undergraduate Curriculum Committee and Senate
• Support Program Chairs, Manager, Associate Dean and Dean with academic program assessment processes, including data analysis and report generation for program reviews and accreditation bodies
• Support Program Chairs and faculty to ensure coherent and progressive curriculum across programs and identify curricular gaps or opportunities to diversify curriculum and course offerings
• Maintain database of all curricular changes and cyclical courses that incorporates diversity and equity approaches and supports inclusive scheduling and student engagement
• Review and update the academic catalogue to ensure accuracy of course offerings
• Liaise and collaborate, when required, with other departments such as the Faculty of Art, Faculty of Design, Graduate Studies, Office of the Registrar and Office of the Vice-President, Academic & Provost to ensure efficient coordination of academic operations to curriculum development

Collaboration and Communication

• Engage with students, faculty and other stakeholders to gather feedback and conduct consultations on academic planning, scheduling, and curriculum development; facilitate surveys, focus groups, and meetings to ensure the diverse needs and perspectives of stakeholders are considered; and communicate outcomes and collaborate with stakeholders to implement recommendations and improvements
• Respond to inquiries from students, faculty, staff, and externals, providing accurate and timely information related to human resources, academic planning and curriculum development
• Support the Manager, Associate Dean and Dean in promoting diversity and equity initiatives within the FAS Office
• Perform clerical duties such as booking rooms, scheduling appointments and requesting and following up on work requests and office maintenance as needed
• Assist Manager, Associate Dean and Dean with special projects, events, and other duties that contribute to the successful operation of the faculty office