The Opportunity
Keyano College’s Department of Academic Experience is currently seeking an Administrative Coordinator, Academic Experience (Term) to join their dynamic team.. This position is integral to supporting teaching, learning, and student success across the college, college research endeavours, and the shared responsibility across functional academic support units to foster that success. The Administrative Coordinator also provides general administrative support as well as records management to the departments. This term is for maternity leave coverage and will end on or before July 09, 2027.
Note: this is not a remote or hybrid work opportunity, you will be required to work on campus and relocate to Fort McMurray, AB.
About Us
Keyano College is a comprehensive post-secondary educational institution located in Fort McMurray, nested in the Regional Municipality of Wood Buffalo on traditional Treaty 8 territory. We are a strategic community partner that meets both the training and talent upgrading needs of industry, as well as the personal enrichment and cultural needs of the Wood Buffalo community. We take pride in offering a safe work and study environment that embraces Equity, Diversity, Inclusion and Belonging. Our students and customers come from all walks of life and so do we. That is why we are committed to hiring great people from a variety of backgrounds because it makes our employee community stronger.
Duties & Responsibilities
Administrative Support for Division
- Act as a division liaison to assist with operational matters with different departments of the college
- Serve as a contributing member of the Division of Academic Experience Leadership Team
- Represent the division on college committees, where required
- Coordinate and draft departmental and division-wide communications, including but not limited to the Office of Academic Integrity, Research & Innovation, and Centre for Teaching and Learning
- Conduct initial research to guide and inform department or division-wide processes, decisions, or communications, as directed
- Coordinate and provide Academic Experience information to the college community, the general public, and external partners by responding to in-person, telephone and email inquiries as well as assisting the public and the college community with wayfinding within the College campus.
- Coordinate departmental and division related initiatives, including promotion, communication, and facilitation of interdepartmental activities, workshops, and other events for the college community
- Coordinate the gathering of division relevant statistics and data
- Connect industry and external partner inquiries with relevant research faculty and relevant Academic Experience staff
- Make travel, vehicle, and accommodation arrangements for the Director, Academic Experience
- Ensure completion of appropriate forms required for travel and absence for the Director, Chairs, and Managers of departments
- Track departmental purchases, assist in monitoring departmental budgets, and ensure departmental purchasing aligns with college purchasing policies
- Arrange meetings for director, departmental, and committee meetings, including room bookings, creation of agendas, creation of minutes, and logging of action items
- Ensure distribution of approved minutes and action items as well as electronic filing of minutes for historical purposes as per departmental information management procedures
- Review for accurate completion and collective agreement compliance all documentation and processes regarding overtime, overload, absence forms, special leave requests and professional development requests
- Provide operational assistance by ordering office supplies, entering work requests in Team Dynamix system (Facilities, ITS, Marketing), assisting with bank reconciliation, managing departmental mail, overseeing Outlook Calendars, assisting in coding invoices, maintaining printer supplies, preparing journal entries
- Assist the Director, Academic Experience with special projects, as required
Research & Innovation Coordination
- Assist in coordinating Keyano research activities, including onboarding, faculty release, industry research requests and agreements, letters of support, etc.
- Maintain a detailed log of current, future, and completed Keyano research activities and related information, such as research partners, grants received, publications, conferences, impact, etc.
- Assist in the maintenance of the college Research Data Management (RDM) system and processes
- Coordinate scheduling workshops, information sessions, meetings, (external and internal) related to Keyano Research and Innovation
- Coordinate memberships and related agreements pertaining to Applied Research and Post-Secondary Research Endeavours (e.g., UArctic, COPPUL, Borealis)
- Track progress and completion of research activities, ensuring alignment with departmental expectations, partner agreements, and funding agencies
- Entry and maintenance of Keyano research activity and support related data as well as gather data for external reporting
- Attend meetings between partners, granting agencies, and/or researchers for internal data and knowledge management purposes
- Uphold and promote best practices in research ethics and security
Systems Support
- Regularly input and update information, including upcoming events, funding opportunities, etc. for Academic Experience departmental webpages on Keyano College website in coordination with Marketing
- Coordinate interdepartmental activities, events, and communications within Academic Experience to ensure smooth divisional operations
Records Management
- Facilitate access and maintain current documentation and filing systems (e.g., SharePoint, Teams Channels, etc.) for Academic Experience
- Coordinate, compile, draft, submit, and distribute departmental information, reports, and documentation to the President’s Council, Dean’s Council, Board of Governors, Institutional Annual Reports, yearly strategy report updates
- Maintain records for division contracts, subscriptions, memberships, official communications and decisions (includes but not limited to the Office of Academic Integrity, Research & Innovation, and Centre for Teaching and Learning).
- Maintain internal repository of division and departmental projects, meeting agendas and minutes, grant applications, reports, communications, and other documentations as required
Qualifications
Required Qualification:
- Minimum 4 years Bachelor’s Degree; Bachelor of Arts, Bachelor of Science, Bachelor of Business Administration (including a minimum of one research-based and/or data management or records management course)
- Minimum 2 years relevant departmental coordination experience
- Proficient organization and excellent interpersonal skills.
- Ability to anticipate business workflow, possible obstacles and provide solutions.
Nice to have:
- Post-secondary education experience is considered an asset
- Experience in research coordinating research documentation
Please note that if your education was received internationally, upon hire we will require you to provide an international education assessment completed through WES, IQAS or one of the other IRCC approved designated organization.
Compensation and Benefits
- Compensation is $5,237.56 per month (CUPE AS7) with the following health and benefit package.
- Employer paid comprehensive health and dental benefits, including a health spending account.
- This position qualifies for additional payment of the Northern Living Allowance of $1,040.00 per month.
- Generous vacation entitlement and the bonus of paid holidays between Christmas and New Years
- Life insurance is 2.5 times your annual salary
- Paid sick days
We offer various perks and discounts to our employees:
- Employee Service and Academic Achievement recognition
- Greatly discounted employee membership to the Syncrude Sports and Wellness Centre (our well-known gym and recreational facility).
- Tuition waiver for all employees and dependents to take courses at Keyano College to support your thirst for learning.
- Employee Discounts for the Keyano Theatre and the Keynotes Bookstore.
Additional Information
At Keyano College, we are committed to fostering an equitable, caring and resilient environment where everyone feels valued and connected to the common goal and the college community. We welcome applications from all qualified individuals and encourage candidates who will contribute to the diversity of the College to apply.
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue through the selection process will be contacted.
