Academic Portfolio Administrator

Job title:

Academic Portfolio Administrator

Company

Sheridan College

Job description

Reporting to the Associate Dean, FHASS, the Academic Portfolio Administrator (APA) is a member of the Faculty’s Administrative Team, accountable for proactively managing the administrative functions of the Associate Dean’s Portfolio. Under the direction of the Associate Dean, the incumbent proactively coordinates processes that include workload planning (enrolment planning, course and faculty scheduling, human resource assignments, and payroll), space and resource allocation, curriculum-related processes, external liaising and financial and data analysis/reporting. The incumbent is required to organize and expedite the flow of work through the Associate Dean’s office and to have a thorough understanding of academic operations, human resources principles and resources allocation in order to act on behalf of the Associate Dean, as appropriate, and to escalate matters when necessary. The APA may participate and/or lead project teams, initiatives, events and activities specific to their portfolio as assigned.Due to the confidential nature of this work, considerable discretion, judgement, decision making, diplomacy and professionalism is required. Critical thinking and analytical skills are essential.What You’ll Be Doing

• Proactively researching, planning, coordinating and executing day-to-day operational processes within the portfolio of the Associate Dean with respect to workload planning;
• Coordinating and administering human resource activities for their portfolio/cluster which may include workload assignments for full-time and contract faculty and staff, including teaching and non-teaching assignments (e.g. curriculum development/projects, guest lecture etc.);
• Compiling and analyzing information for Standard Workload Form (SWFs) and Non Full Time teaching contracts and verifies they meet Collective Agreement requirements as appropriate;
• Verifying paperwork and processes payroll documents, determining available budget per account codes, confirming Ontario Work Study Program status, and payroll verifications;
• Investigating and reconciling payroll anomalies including resolving payroll issues;
• Accountable for payroll documentation for faculty contracts, non-teaching academic contracts, part-time support/student contracts and special payments for guest lecturers;
• Organizing and processing recruitment activities as required (which may include resume screening);
• Manages and coordinates on-boarding and orientation of new employees;
• Tracking absences of faculty and staff, and makes payroll adjustments as necessary, including remuneration for replacement faculty;
• Managing and analyzing accuracy and integrity of workload data utilizing multiple college systems (DCU, SAL and PeopleSoft) and planning documents;
• Researching, planning and actioning day-to-day operational processes within the portfolio of the Associate Dean with respect to maximization of space and resource allocation;
• Initiating and executing semester scheduling process in accordance with multiple timelines, in collaboration with relevant stakeholders;
• Collecting, interpreting and analyzing detailed scheduling data to optimize student, faculty, space resources and classroom timetables;
• Identifying and working proactively to mitigate or resolve emergent and urgent timetable and/or scheduling issues;
• Identifying faculty and staff workload, scheduling and accommodation issues that contravene the Collective Agreements, and in consultation with the Associate Dean and/or stakeholders seeks to rectify the issue where possible;
• Communicating with discretion, confidentiality, diplomacy and sound judgement, escalating to the Associate Dean and other stakeholders as appropriate;
• Proactively responding to and resolving issues where appropriate. This may include making urgent referrals to appropriate Sheridan services, diffusing as appropriate and/or escalating issues, particularly during peak periods such as during start and end of terms;
• Acting as the first point of contact for internal and external inquiries to the Associate Dean, which may include complaints and student concerns;
• Collecting, organizing and analyzing relevant data from multiple sources to flag discrepancies and enable effective problem solving;
• Interpreting and applying relevant college policies and collective agreements, in consultation with the Associate Dean, explaining and providing information to impacted stakeholders;
• Collecting, reviewing and analyzing data relevant to the financial performance of the Portfolio and assists in the monitoring of the Faculty budget including special projects. This may include the compilation of historical and potential enrolment, faculty and staff expenses, course loading variances, and per student costs;
• Compiling and analyzing information to inform strategic decision making by the Associate Dean. This may include data related to workload matters (e.g. swf, non teaching contracts, pt support contract, work study, special payments);
• Analyzing and providing projected forecasts for class/specialized space hours required for budgeting purposes, including non-teaching activities;
• Liaising with external vendors, as required (e.g. processing purchases/expenses within pre-set limits);
• Performing other duties as assigned.

About YouYou have a highly collaborative spirit and thrive on supporting your team and have ability to also act independently and take initiative to establish and achieve collective goals.Your sharp problem solving, analytical and critical thinking skills, along with your detail-oriented nature, allow you to solve challenges in creative ways.You communicate with discretion, confidentiality, diplomacy, and exercise sound judgement.You are proficient with computer technology including computerized databases, spreadsheets and word processing and are adaptable in an evolving technical landscape. High proficiency with Microsoft Excel is required and experience with Tableau is considered an asset.The successful candidate will also meet the following qualifications:

• 3-year diploma or degree in Business Administration, Communications, Project Management, or related field
• 5 years of related experience in an administrative/project management role, preferably in a post-secondary environment (equivalency will be considered)
• Proficient with computer technology including, but is not limited to, computerized databases, spreadsheets and word processing skills
• Familiarity with college systems (preferred)

Who We AreEvery member of the Sheridan community is passionate about the transformational role we play in people’s lives. Our strategic plan, Sheridan 2027: Forging the Future ( ), charts a path towards a new ground-breaking model of higher education that reshapes post-secondary education and better prepares students for the future. We are committed to demonstrably advancing equity, diversity, and inclusivity. Diversity is our strength and fuels our commitment to excellence. Across our campuses, we’re making meaningful strides towards developing an equitable and inclusive community.

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Other DetailsFaculty/Department: Faculty of Humanities and Social Sciences
Primary Work/Campus Location: Hazel McCallion Campus (may be assigned activities at any Sheridan campus)
Work Categorization: Hybrid Position | On-site at least 3 days/week
Reference #: J1124-0649
Employee Group: Administrative
Payband: NJ
Salary Range: $69,924 – $87,405
Application Deadline: November 25, 2024Sheridan is deeply 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 Mississaugas of the Credit First Nations, Anishinaabe Nation, Huron-Wendat and the Haudenosaunee Confederacy. Sheridan is situated on these lands, and it is our collective responsibility to honour and respect those who have gone before us, those who are here, and those who have yet to come. We are grateful for the opportunity to be working on this land.Sheridan values the diverse and intersectional identities of its students, faculty, and staff. Sheridan regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. Sheridan seeks applicants who embrace our values of equity, anti-racism, and inclusion. As such, we encourage applications from qualified candidates who have been historically disadvantaged and marginalized, including those who identify as First Nations, Métis and/or Inuit/Inuk, Black, members of racialized communities, persons with disabilities, women and/or 2SLGBTQ+.Sheridan will provide job applicants with accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. To request accommodation, please contact .You may be asked to provide copies of your educational credentials at the time of interview. Upon hire, we require official confirmation of educational credentials and Canadian equivalency assessments, if applicable.

Expected salary

$69924 – 87405 per year

Location

Mississauga, ON

Job date

Sat, 23 Nov 2024 04:35:34 GMT

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