OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create.
Please note that internal job postings are open only to current permanent OPSEU Local 576 Unit 1 employees and temporary OPSEU Local 576 Unit 1 employees with one year of continuous service.
Reporting to the Manager, Faculty of Arts & Science (FAS), the Coordinator, Academic Planning, is responsible for providing administrative support to the FAS Office and its academic planning and curriculum processes.
Summary of Responsibilities:
Academic Planning and Faculty Resource Administration
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Provide support to Manager, Associate Dean, Dean and Program Chairs in the planning and programming of courses and faculty assignments, including logistical and system support using university scheduling software, maintaining the integrity of scheduling data and adhering to diversity and equity practices
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Provide support to Manager, Associate Dean, Dean and Program Chairs by reviewing, conducting and maintaining analysis of the faculty complement, enrolment data and enrolment management strategies
- Maintain accurate electronic records and prepare statistical reports to the Manager, Associate Dean, Dean and Program Chairs in relation to human resource, academic planning and curriculum development
- Support Manager, Associate Dean and Dean with faculty hiring and renewal processes, actively incorporating diversity, equity, and inclusion into the recruitment and selection processes
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Collaborate with Manager, Associate Dean, Dean and People & Culture to ensure compliance with Human Resource and Memorandum of Agreement policies, procedures and deadlines, including committee compositions, faculty appointments, faculty workload assignments, employment standards, training requirements and privacy regulations
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Maintain accurate records and support Manager with tracking and reporting of faculty complements
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Support Manager with accurate budgeting and tracking of budget and payroll expenses, including accuracy of pay rates and pay periods for sessional instructors, teaching assistants and student monitors in consultation with People & Culture and HRIS
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Act as secondary approver for bi-weekly payroll submissions, review and verify teaching assistant and student monitor submissions to ensure accurate and timely processing of payments
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Maintain records and documentation, adhering to financial regulations and reporting requirements, related to sessional instructors, teaching assistants and student monitor compensation, including the processing of honorariums, reimbursements, actual and budget transfers
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Liaise and collaborate, when required, with other departments such as Institutional Analysis, Registrar’s Office, Campus Operations and Safety & Security Services regarding institutional planning, scheduling efficiencies and dissemination of new policies
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Explore and recommend appropriate technological tools and platforms to enhance academic planning, scheduling, resource administration and curriculum development
Curriculum Development and Program Accreditation
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Support curriculum development initiatives and collaborate with Program Chairs, Manager, Associate Dean, Dean and faculty to ensure compliance with academic standards, academic approval deadlines and academic reporting processes
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Act as secretary to Program and Faculty of Arts and Science Curriculum Committees, including minute-taking, inputting proposals into the Electronic Content Management Software System and processing materials going to the Senate Undergraduate Curriculum Committee and Senate
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Support Program Chairs, Manager, Associate Dean and Dean with academic program assessment processes, including data analysis and report generation for program reviews and accreditation bodies
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Support Program Chairs and faculty to ensure coherent and progressive curriculum across programs and identify curricular gaps or opportunities to diversify curriculum and course offerings
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Maintain database of all curricular changes and cyclical courses that incorporates diversity and equity approaches and supports inclusive scheduling and student engagement
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Review and update the academic catalogue to ensure accuracy of course offerings
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Liaise and collaborate, when required, with other departments such as the Faculty of Art, Faculty of Design, Graduate Studies, Office of the Registrar and Office of the Vice-President, Academic & Provost to ensure efficient coordination of academic operations to curriculum development
Collaboration and Communication
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Engage with students, faculty and other stakeholders to gather feedback and conduct consultations on academic planning, scheduling, and curriculum development; facilitate surveys, focus groups, and meetings to ensure the diverse needs and perspectives of stakeholders are considered; and communicate outcomes and collaborate with stakeholders to implement recommendations and improvements
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Respond to inquiries from students, faculty, staff, and externals, providing accurate and timely information related to human resources, academic planning and curriculum development
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Support the Manager, Associate Dean and Dean in promoting diversity and equity initiatives within the FAS Office
- Perform clerical duties such as booking rooms, scheduling appointments and requesting and following up on work requests and office maintenance as needed
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Assist Manager, Associate Dean and Dean with special projects, events, and other duties that contribute to the successful operation of the faculty office
Qualifications:
Required:
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Post-secondary degree or equivalent
- Minimum of three (3) years of administrative work experience in a post-secondary educational or related environment
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Knowledge of curriculum development and approval processes in a post-secondary environment
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Advanced knowledge and ability to create digital documents, forms, templates and reports using Microsoft Office Applications, including Teams, Forms, Approvals, Adobe Sign, Docu Sign
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Advanced knowledge of Microsoft Applications including Project, Outlook, Teams, To Do, and Planner, including scheduling appointments, meetings and events, settings reminders, creating tasks, scheduling recurring events and sharing calendars with others and ability to troubleshoot technical issues related to Teams to ensure seamless scheduling and communication
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Advanced writing skills and ability to clearly and creatively draft content and articulate processes and communications in a diplomatic, cohesive, effective, and well-structured manner
- Ability to synthesize accurate and precise minutes for university and faculty committees
- Strong presentation skills demonstrated through presentations at conferences, seminars or workshops and the ability to articulate ideas clearly, confidently, and engagingly to diverse audiences
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Advanced interpersonal, communication, organizational, and analytical skills
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Proven ability to meet deadlines and work well with high volume, pressure, and changing priorities
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Excellent attention to detail, accuracy and the ability to prioritize tasks
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Demonstrated ability to handle confidential matters, sensitive situations, crises or challenging conversations with discretion and tact
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Demonstrated commitment to the principles of decolonization, equity and diversity; and experience promoting a respectful work and learning environment for students, staff and faculty
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Demonstrated ability to take initiative and work both independently and participate collaboratively in a team environment
Asset:
Proficiency in Colleague, Canvas, ECM, DCU and Taleo software
Demonstrated project management and project accounting experience
Compensation: OPSEU Unit 1, Appendix A, Grade A4; $31.59 to $41.52 per hour
Hours of Work: Monday to Friday, for a total of 35 hours per week. This is a temporary contract with an expected duration of one (1) year.
Mode of Work: On campus, 5 days per week
This posting is for an existing vacancy.
Interested internal permanent OPSEU Local 576 Unit 1 or temporary OPSEU Local 576 Unit 1 employees with one year of continuous service applicants are invited to submit an updated *resume and cover letter (PDF) , no later than Thursday June 4, 2026.
- Please upload your resume and cover letter as one PDF. Please name your upload: FirstName_LastName-Job Code
As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.
OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities.
All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.
