Office and Operations Coordinator, Professional & Continuing Studies

About the Role: 

Reporting to the Manager, Professional & Continuing Studies Operations, the Office and Operations Coordinator provides superior customer care to all in-person, online and hybrid students, learners, guests and key partners. The Coordinator will provide proactive and efficient reception and clerical support for Professional and Continuing Studies including the English as an Additional Language program. 

The role requires a high-degree of organizational skills, process identification and follow-through, prioritization, extensive attention to details, data entry and strong ability to organize, define and execute data entry with excellent accuracy towards student information and financial details.   

The Office and Operations Coordinator will:  

• Screen communications to determine the nature and priority of the inquiry, and accurately prioritize and process requests or redirect as necessary; 

• Assist students with accurate completion of forms, explaining forms and responding to any questions; 

• Support students with technical inquiries and refer as necessary to ITS; 

• Prepare, organize, scan, and upload ESL forms and files to electronic files; 

• Develop, maintain and support filing systems in all necessary mediums (i.e., paper and/or online); 

• Initiate new student and customer records in all necessary systems (i.e., including but not limited to multiple CRMs, Excel, PCS System, LMS, etc.);

• Update and maintain student records throughout the continuous intake cycles for the fall, winter, spring terms as well as special programs throughout the year;

• Organize all necessary requirements for new and exiting staff (i.e., submitting computer access requests, security codes, key transfers, office logistics setup, etc.); 

• Assist in orienting new staff to departmental procedures; 

• Schedule appointments and meetings for ESL as required, and register staff for conferences, workshops and/or events; 

• Arrange and attend meetings, book rooms and equipment, order food/beverages, prepare and distribute meeting agendas and materials, take notes, prepare formatted meeting minutes in a timely fashion for review/approval and circulate minutes to appropriate parties after meetings; 

• Assist in coordinating events (i.e., book venues, arrange hospitality and travel accommodations, send invitations, organize guest speakers, all logistics, etc.);  

• Support the PCS Operations Manager in all financial reporting duties; 

• Input tuition/ancillary charges for students, process refunds and follow up with any student payment issues; 

• Support payment of invoices for PCS and Brock ESL; and 

• Complete payment processing and identify challenges to the PCS Operations Manager. 

Key Skills and Experience: 

• Post-secondary courses including computer applications, office administration, or the equivalent combination of education and experience; 

• A minimum of 2 years experience providing administrative support preferably in a post-secondary environment; 

• Strong administrative abilities including ability to keep accurate records and schedules; 

• Familiarity with working in a CRM system and in a Continuing Education and ESL environment; 

• Awareness of relevant University policies, procedures and privacy legislation; 

• Excellent writing, grammar and proofreading skills;  

• Solid computer competency including Microsoft Office Word, Outlook, Excel, web applications, internet search engines, scheduling software, and working knowledge of customized Brock systems such as Workday and Brock DB Contract system; 

• Ability to interact with persons from diverse backgrounds;  

• Strong written, verbal, and interpersonal communication skills, including the ability to explain and enforce policies exercising tact, discretion, and confidentiality; 

• Strong initiative and ability to function as a self-starter; 

• Excellent attention to detail with a high degree of accuracy; and

• Strong organizational skills and the ability to prioritize to meet deadlines.  

Preferred or Asset Skills: 

• Experience working with international students. 

Salary and Benefit Information 

• Job Grade OSSTF I, Salary Scale $48,405 - $67,147*; 

• This position includes full comprehensive benefits including tuition waiver.   

This position is included in the Ontario Secondary School Teachers Federation (OSSTF) Union and:  

• Salary is therefore determined by the OSSTF Collective agreement. *  

• New members shall be placed on the salary grid at the entry level. *  

• It is Brock University’s policy to give first consideration to qualified internal Brock University OSSTF applicants.  

We are committed to offering flexible work arrangements where possible as outlined in our Flexible Work Arrangement Policy. As a student-centered organization, all employees are required to work on campus as needed.

Brock University is committed to creating a respectful and equitable workplace. We strive to foster a culture of diversity and inclusion in our work and learning environments. We welcome applications from all qualified individuals and actively encourage applications from women, people with disabilities, members of the 2SLGBTQIA+ community, Indigenous Peoples, people who identify as Black, African and/or Caribbean, as racialized and/or as from ethnic and cultural minority groups, and other underrepresented demographic groups at Brock and in the Niagara region. Brock also recognizes intersectionality and the interconnected identities, histories, and experiences of these aforementioned groups.

We are committed to inclusive and barrier-free recruitment, and we accommodate the needs of applicants throughout all stages of the recruitment process, as outlined in our Employment Accommodation Policy and consistent with the requirements of the Ontario Human Rights Code. Please contact [email protected]  if you require a disability related accommodation so we can ensure your participation needs are met.

Brock University does not use AI Technology at any stage of the recruitment process.

We appreciate all applications received. Candidates that are selected for an interview will be contacted.

Learn more about Brock University by visiting www.brocku.ca.