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Six Nations Polytechnic (SNP) is a unique Indigenous Institute, recognized by community, government, and institutions of higher learning, as a Centre of Excellence for Indigenous Knowledge. SNP offers postsecondary, secondary, trades education and training. SNP has formal partnerships with nine publicly funded Ontario Universities and Colleges and collaborates with six Ontario-based Indigenous owned and controlled post-secondary Institutes.
For more information, visit www.snpolytechnic.com
Function & Overview
Under the supervision of the Unit Manager – Lifelong Learning (LL), the Unit Coordinator – LL organizes and administers academic services for the development, planning, delivery, and quality assurance of educational offerings (Additional Qualification courses, Continuing Education programming, Achievement Centre programming) in the Lifelong Learning Unit.
This position provides administrative support to the Unit Manager – LL, facilitators, and Additional Qualification Writers. The Unit Coordinator – LL is required to perform all duties consistent with the governance and operating policies of Six Nations Polytechnic.
Duties
The duties of the Unit Coordinator – Lifelong Learning include, without limitation:
Program Planning, Delivery & Quality Assurance
Supporting of existing and new Lifelong Learning programming, including direct support for Unit Manager, Additional Qualification writers and facilitators, and Achievement Centre staff;
Participating in Unit governance bodies (committees and working groups), and Program Advisory Committees, including responsibility for taking, distributing, and archiving meeting minutes;
Overseeing course scheduling, continuing education student enrolment, orders/returns of textbook and other course materials, assignment of LMS course “shells,” grades processing, and formative and summative course reviews;
Working with the Unit Manager to prioritize suggested changes within the Unit;
Writing improved procedural manuals for the Unit;
Overseeing of the Lifelong Learning Unit Almanac, a compendium of key dates and associated tasks, work cycles, and deadlines; and issuing regular reminders of upcoming events, activities, and due dates;
Facilitating Unit staff, AQ facilitator, and student IT training and orientation (including MS Teams and LMS training);
Communications & Records
Monitoring materials and supplies, and requisitioning resources, according to Unit budgets, processes, and timelines;
Maintaining of Unit records, the policy and process archive, and forms library, including cyclic review for currency, revision/updating, securing access, and ensuring confidentiality;
Responding to incoming program and course inquiries; demonstrate positive and solution-oriented messaging on all aspects of program planning, delivery, and review, in communications with both internal and external constituencies;
Scheduling and facilitating all Unit monthly meetings, including responsibility for taking, distributing, and archiving meeting minutes;
Acting as minute-taker for all Unit meetings, call for and track agenda item submissions; record approvals of meeting minutes; distribute meeting minutes to all attendees; and maintain an archive of approved meeting minutes;
Acting as Information Technology/Information Systems Liaison: Disseminate relevant updates; log and track all tickets submitted and periodically follow up on outstanding/open tickets; ensure the availability of Learning Management Systems (LMS) course shells for all scheduled courses in each academic term, verifying that the assigned facilitator are enrolled in the correct roles; request activation at the beginning of each academic term, and deactivation at the end of each academic term, of facilitation staff e-mail and LMS credentials;
Preparing job postings, contract requests, and cheque requisitions, using the approved forms and processes, for the Unit Manager;
Maintaining updated and accessible contact details for all contract and regular staff in the Unit; and verify staff e-mail distribution lists, forwarding corrections to IT/IS by the start of courses in each term;
Acting as communications lead, coordinating information exchanges and responding to information requests from internal and external constituencies; and maintaining Unit staff contact lists, distribution lists, and the all-staff calendars;
Stewarding and performing routine file and file structure maintenance of the Unit SharePoint;
Maintaining orderly, complete, and accessible Unit records, including but not limited to libraries of forms, taught syllabi, policies, processes, templates, and meeting minutes, holding the highest standards of confidentiality and utilizing approved electronic file naming conventions;
General Administration
Developing an approved annual work plan for the efficient and effective discharge of all tasks and activities, operationalizing the goals and deadlines set out in the Unit Almanac, and accounting for the responsibilities set out in the Roles & Responsibilities Matrix;
Drafting Process Notes for all recurring activities and tasks, using the Unit template; and maintain a repository of these documents specific to the role of Unit Coordinator – Lifelong Learning;
Participating in the inter-Unit planning and delivery of student orientation, community, and other events;
Participating in staff, Board, ad hoc and ordinary committee, working group, and program advisory meetings, and staff training and information sessions, as required;
Providing general administrative support, including the preparation of monthly and quarterly reports; and Unit budget projections, planning, and management;
Participating in maintaining a supportive environment conductive to learning and working at SNP; and
Other related duties, as required.
Qualifications
Education & Experience
Undergraduate degree or higher, in a related discipline (e.g., Education, Public Policy, Business Administration, etc.); and
Experience in a postsecondary educational setting, specifically in academic administration.
Knowledge, Skills & Abilities
Ability to follow existing SNP policies and processes; and support the collaborative development and effective implementation of new and emergent policies and processes;
Strong project management background: guiding complex assignments from inception through to implementation with minimal direction while balancing political, community, and other stakeholder interests, and resolving conflicts;
Familiarity with the postsecondary education sector in Ontario, especially the regulatory environment; knowledge of the Indigenous Institutes sector is considered a particular asset;
Convergent and divergent thinking in identifying, analyzing and proposing responses to complex policy, program, and operational issues;
A general and current knowledge of Hodinǫshǫ:nih history, culture, values, contemporary issues, community priorities, and stakeholders;
Excellent communication skills with an emphasis on written expression (i.e., faultless spelling and grammar, and professional style);
Sound interpersonal skills including communication, organization, negotiation, and professional judgement;
Ability to work under pressure and manage schedules, portfolios, and timelines, to meet demanding deadlines;
Capacity to work both independently and in a team setting, demonstrating Hodinǫshǫ:nih/ Rotinonhson:ni values of Ga’nigohi:yo:/Kanikoriio (Respect and the Good Mind);
Demonstrated familiarity with standard desktop computing programs, including spreadsheets, word processing, and database applications, on the Windows 2010 (or later) operating system; and
Understanding and appreciation of, and willingness to support the unique philosophy, vision, and mission of Six Nations Polytechnic, Inc.
At Six Nations Polytechnic, we are committed to diversity and inclusion as we continue and expand our efforts to become a more inclusive, safe and respectful workplace. Human Resources will accommodate any needs under the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA). Recruitment processes will be modified to remove barriers to accommodate those with disabilities, as may be requested.
Application Deadline: Friday May 6, 2022 at 4pm
Job Type: Full Time, Permanent
Benefits:
Company registered pension plan
Dental care
Extended health care
Life insurance
Paid sick and personal time
Schedule:
Monday to Friday
37.5 hours/week
