• Academic Portfolio Administrator

  • Job Description

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    Faculty/Department: Pilon School of Business   
    Employee Group: Administrative 
    Campus: HMC/Davis (May be assigned activity at any Sheridan Campus)

    Payband: NI
    Reference Number: 18/A/30
    Hiring Range: $60,157-$63,917

    Salary Range: $60,157-$75,196 

    Application Deadline: Open until filled 

    Application Details: *Note: Posting has been updated with a change in salary and hiring ranges*


    Reporting to the Associate Dean, Faculty of Business, the Academic Portfolio Administrator is a member of the Faculty’s Administrative Team, accountable for managing the administrative functions of the office of the Associate Dean. Under the direction of the Associate Dean, this role coordinates processes that include human resources, corporate services, program planning, course and faculty scheduling, external liaising, budgeting and enrolment planning. The incumbent identifies and resolves scheduling issues as they arise. 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 and human resources principles in order to act on behalf of the Associate Dean as appropriate and to escalate matters when necessary. 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.


    Specific Responsibilities:

    • Participates and provides input in the planning process each semester, in collaboration with the Associate Dean;
    • Manages resources necessary for teaching activities for faculty, including course loadings, class scheduling; providing administrative orientation of new faculty;
    • Coordinates and administers human resource activities for faculty including the documentation of workload assignments both teaching and curriculum development/projects and class scheduling;
    • Assesses part-time teaching requirements and provides analytical data for Associate Dean’s planning purposes in order to assign workload; finalizes contracts and all required paperwork, payroll administration and salary change notices; calculates salary for new partial-load employees as outlined in the collective agreement;
    • Facilitates part-time faculty contracts. Based on faculty members’ past teaching assignments, drafts work assignments for future part-time faculty members’ engagements and reviews this information with the appropriate Associate Dean.   On occasion may be directed by the Associate Dean to source and secure a new part-time faculty member for a specific assignment based on known criteria;
    • Identifies and resolves timetable conflicts and last minute scheduling changes. Identifies where there is a faculty workload agreement that contravenes the Collective Agreement and brings it to the attention of the Associate Dean;
    • Reviews SWF’s to verify that guidelines outlined in the Collective Agreements have been met and timetables adhere to the College’s Scheduling Policy; corrects where appropriate and when necessary, notifies the Associate Dean;
    • Researches, plans and coordinates operational processes within the portfolio of the Associate Dean;
    • Manages and maintains information pertaining to faculty workload, program and course assignments using the Academic Interface database model adhering to college-mandated timeline restrictions and, for some programs, designing student and faculty schedules to meet complex, course related facilities and pedagogical parameters;
    • Acts as the first point of contact for inquiries, complaints and/or appeals to the Associate Dean on behalf of faculty, students and staff. Responds to and resolves issues relating to process where appropriate;
    • Collects, organizes, analyzes and inputs relevant data, for program management processes such as program planning and development, enrolment strategies, new initiatives, and works to develop/improve processes which impact these functions;
    • Establishes and manages administrative processes for special projects, e.g. special labour market initiatives;
    • Organizes and processes non-full time recruitment activities as required, including soliciting resumes through job postings and/or internal and external networking, screening resumes, identifying and matching faculty expertise to course requirements based on set criteria and advising of availability of faculty to the Associate Dean based on requirements of the portfolio;
    • Calculates hourly salary rate for new part time faculty and presents to Associate Dean for approval;
    • Tracks faculty absences and makes salary adjustments as necessary;
    • Assists in the monitoring of the Faculty budget including assembly and organization of relevant academic data. Such information may include the compilation of historical and potential enrolment, faculty and course loading data;
    • Analyzes part-time faculty salary expenditures to compare with budgeted and determine the cause of any variances;
    • Provides the Operations Manager with projected class hours required for non-full time faculty for budgeting purposes;
    • Interprets reports from Student Information System and provide feedback to the School Administrative Team, e.g. Budget reports, AI reports. Ensures accuracy and consistency between the two and correct discrepancies;
    • Coordinates the outcomes/action items for LAC, AQA, SLATE, and the Faculties Web-site (new programs, revisions to existing courses, Web-site updates, new courses, etc.);
    • Schedules appointments and maintains calendar for Associate Dean;
    • Sets- up and prepares documents for meetings;
    • Participates as an active member to represent the Faculty on various committees, within both the Faculty and College community, (e.g. AI Super User Group, Web Design Committee, Retention Strategies, and other Faculty related committees);
    • Other projects and initiatives, as required.



    The Successful candidate will possess a 3-year college diploma/degree in office, Business Administration or related field. Along with a minimum of 5 years of previous job related experience. Familiarity with college systems and experience in an administrative or similar setting. Analytical and critical thinking and listening skills are required with strong communication skills. Proficient with computer technology including, but is not limited to, computerized databases, spreadsheets and word processing skills as well as analytical skills. The successful candidate will be proficient with managing administrative functions, including HR/Payroll Documentation and scheduling budget support. 




    Sheridan welcomes diversity in the workplace and encourages applications from all qualified individuals, including visible minorities, Indigenous People, and persons with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), Sheridan is committed to accommodating applicants with disabilities throughout the hiring process.  At any stage of the hiring process, Human Resources will work with applicants requesting accommodation.


    Note: Copies of educational credentials are requested at the time of an interview. As a condition of employment, Sheridan requires confirmation of educational credentials in the form of an official Canadian transcript or an official evaluation of international credentials which determines Canadian equivalency.


    Please apply online: https://careers-sheridancollege.icims.com



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