Instructional Co-ordinator (24 month contract)
McMaster University
Hamilton, ON
Schedule Monday - Friday; 8:30 - 4:30
Education Level 2 year Community College diploma in Office Administration or related field of study.
Career Level Requires 3 years of relevant experience

Job Description

The Faculty of Engineering's common first year program introduces students to the engineering profession and gives them a solid background in the fundamentals important to engineering disciplines. Students participate in challenging, discipline-specific projects that will give them experience in the different degree options. A vacancy exists in the Engineering 1 program office for an Instructional Co-ordinator (24 month contract). Reporting to the Administrative Coordinator and working closely with the Director, this position is responsible for the effective coordination of Engineering Level 1 courses as well as assisting faculty in their ongoing instructional activities. The Instructional Co-ordinator performs these duties in accordance with established policies, procedures, and calendar of events.

Job Summary:
Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities and is also accountable for scheduling Teaching Assistants (TAs) and Instructional Assistant Interns (IAIs) to support Instructors in their ongoing instructional activities. Liaises with instructors, TAs, IAIs, and students to ensure that all parties are accurately informed of relevant course activities. Performs the duties of the position in accordance with established policies, procedures, and calendar of events.

Purpose and Key Functions:
  • Act as a liaison between students and the various individuals and offices within and external to the department.
  • Inform faculty of established procedures for exam preparation and grade submissions.
  • Ensure that proper procedures are followed and deadlines are adhered to.
  • Exchange information with instructors and arrange for their involvement in the provision and monitoring of accommodated examinations.
  • Calculate allocation of extra time required for students to complete academic requirements.
  • Schedule student accommodations and resolve scheduling conflicts, as well as invigilate accommodated students.
  • Coordinate, schedule, and administer accommodation test and exam support services.
  • Coordinate schedules for casual employees, TAs and IAIs.
  • Participate in recruitment efforts for TAs, IAIs and volunteers.
  • Notify students and professors of test and exam bookings.
  • Organize and coordinate teaching laboratories, computer based instruction, and tutorial classes.
  • Organize and monitor the on-line learning environment for courses in an academic unit, department, or faculty by ensuring that the appropriate course content information is made available to students.
  • Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
  • Identifying and analyzing problems with the program and preparing recommendations for review and approval.
  • Investigating questions and resolving problems concerning program information, physical resources and space allocation.
  • Collecting, analyzing, assessing, and summarizing information relevant to the decision making process and develop recommendations for final approval and implementation.
  • Monitoring the activities of TAs and IAIs to ensure that established timelines are adhered to.
  • Responding independently to inquiries that are specific in nature and require a thorough knowledge of
  • established policies and procedures.
  • Preparing conflict free testing schedules; resolving student sectioning and enrolment in computer-based labs and tutorials when student conflicts arise with schedules.
  • Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
  • Set up and maintain filing systems, both electronic and hard copy.
  • Update and maintain confidential files and records.
  • Handle sensitive material in accordance with established procedures.
  • Maintain the confidentiality of student files and documents.
  • Collect, verify, and input data into a variety of spreadsheets and databases.
  • Update and maintain information and content on websites and social networks.
  • Attend and participate in meetings.
  • Write a variety of documents including, but not limited to; procedure manuals, correspondence, informational material and reports for internal and external use.
  • Provide administrative guidance, advice, and solutions to Tas when resolving student inquiries.
  • Provide Tas with appropriate teaching material as specified by the instructor.
  • Ensure accurate grading of assignments is completed by Tas and report discrepancies to the instructor.
  • Assign tutorials to Tas and arrange Tas office hours.
  • Track additional hours worked by Tas and provide information to administrator to process payments.
  • Assist with the sectioning of classes at the beginning of the year, dealing with all scheduling changes, room reservations, and scheduling conflicts.
  • Assist in the hiring process for Tas.
  • Maintain and update class lists for lectures, computer-based labs, and tutorials. Ensures that all student sectioning changes are recorded and reflected on the web.
  • Alert instructors of reported or suspected academic dishonesty.
  • Apply standard mathematical skills such as calculations, formulas, and equations to perform routine calculations.
  • Order and maintain inventory of materials such as textbooks, software, and support materials for design projects.
  • Maintain inventory of equipment, supplies, and furniture in the computer-lab and classrooms.
2 year Community College diploma in Office Administration or related field of study.
Requires 3 years of relevant experience.

Additional Information:
Qualified candidates will be highly organized and motivated individuals with proven oral and written communication skills, the ability to act independently as well as in a team environment and possess the ability to work well under pressure. Attention to detail is critical. The ability to trouble shoot and assist students, TAs, faculty and staff with technical requirements for AV classroom configurations. Previous experience working an academic office and experience with student relations is also a requirement.
Preference will be given to applicants with proven experience in various software applications including Dropbox, SuperSaas, SGMD, Avenue to Learn, Mosaic, word processing, Excel, database management, and website experience.

The incumbent will have excellent knowledge of McMaster University policies and procedures.

Travel (own transportation required), evening and weekend work may be required.

How To Apply

To apply for this job, please submit your application online.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and, within the lands protected by the “Dish with One Spoon” wampum agreement.

In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity. The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. The University seeks qualified candidates who share our commitment to equity, diversity and inclusion. While all qualified candidates are invited to apply, we particularly welcome applications from women, persons with disabilities, First Nations, Métis and Inuit peoples, members of visible minorities, and LGBTQ+ persons. Job applicants requiring accommodation to participate in the hiring process should contact the Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247) or the Faculty of Health Sciences Human Resources office at ext. 22207 to communicate accommodation needs.