Coordinator, Student Engagement & Records

OCAD University

Reporting to the Manager, Faculty of Arts & Science (FAS), the Coordinator, Student Engagement and Records coordinates student academic and social programming, develops and implements internal communication and promotion strategies and maintains accurate student records to support student success in the Faculty of Arts and Science.

 Summary of Responsibilities:

 Student Engagement & Development:

  • In conjunction with the Manager and Program Chairs, support the coordination of a student retention program by acting as a mentor to build strong relationships with students and understand their individual needs and challenges, schedule regular one-on-one check in meetings with students, provide guidance on academic requirements and progression in all majors and minors in the Faculty of Arts and Science, connect students with campus resources and extracurricular activities that align with their interests and facilitate peer and faculty support networks
  • Develop and coordinate initiatives that gather student feedback and capture diverse student perspectives and experiences, including surveys, virtual and in-person forums, social media posts, collaborating with student groups and hosting regular information and follow-up sessions with students to discuss implementation of suggestions and improvements
  • Implement data analytics tools to efficiently analyze and visualize student feedback and experiences to identify trends and patterns, areas of improvement, and to inform and promote diversity and inclusion in communication strategies and social and academic programming
  • Develop communication and promotion strategies to ensure effective and regular communication with students and faculty, including presenting student engagement opportunities and initiatives to large lectures, seminars and studio courses
  • Coordinate inclusive and diverse programming to support student success such as orientations, academic integrity and writing workshops, research opportunities and faculty, peer and alumni mentoring, the annual Graduate Exhibition and Look Inside, collaborating with different departments such as Office of the Registrar, Student Success Programs, Writing & Learning Centre, Admissions & Recruitment and Centre for Emerging Arts and Designers when necessary
  • Coordinate initiatives to recognize student achievements, such as awards programs, student appreciation events, publications and student newsletters to promote a culture of recognition and celebration in the Faculty of Arts and Science, OCADU and the larger community
  • Respond to inquiries from students, faculty, staff, and externals, providing accurate and timely information related to the Faculty of Arts and Science programs, student records and engagement
  • Participate in meetings, committees, and professional development activities to stay informed about institutional policies, regulations, and best practices related to student records and engagement
  • Support the Manager, Associate Dean and Dean in promoting diversity, equity and sustainability initiatives within the Faculty of Arts and Science Office
  • Perform clerical duties such as booking rooms, scheduling appointments and requesting and following up on work requests and office maintenance as needed

Student Records:

  • Ensure accuracy and integrity of student records, including grade changes, registration waivers, course equivalences, course substitutions, independent studies, letters of permission, grade appeals, student petitions and academic misconduct 
  • Coordinate application and approval processes for Program Chairs and Associate Dean, including admission applications, transfer credit assessments, reinstatements and change of major requests
  • Provide a low-barrier and positive registration experience for students and collaborate with Student Advising, Program Chairs, Associate Dean and faculty to resolve registration and record-related issues or discrepancies, including developing initiatives to decrease administrative barriers or activities related to student registration issues
  • Support Program Chairs, Manager, Associate Dean and Dean with compiling statistics, conducting data analysis and generating reports concerning student admissions, retention, registration, academic integrity and policy
  • Support Program Chairs, Manager and Associate Dean in addressing systemic inequities in academic policies and requirements, with a focus on fostering inclusivity and diverse student experiences
  • Explore and recommend appropriate technological tools and platforms to enhance record-keeping and student engagement
  • Maintain records and documentation, adhering to financial regulations and reporting requirements, related to student accounts and awards, including the processing of honorariums, reimbursements, actual and budget transfers

Student Employment Support:

  • Assist the Manager and Program Chairs with the hiring and onboarding of student monitors and class assistants actively maintaining diversity, equity and inclusion practices into the recruitment and selection processes
  • Assist the Manager and Program Chairs with coordinating and monitoring student monitors’ and class assistants’ responsibilities and activities to support growth and development, coordinate cross-program events, workshops and activities and foster interdisciplinary collaboration and engagement
  • Collaborate with Manager, Program Chairs and People & Culture to ensure compliance with Human Resource and Memorandum of Agreement policies, procedures and deadlines, including employment standards, requirements and privacy regulations as it relates to student employment
  • Support Manager with accurate budgeting and tracking of budget and payroll expenses, including accuracy of pay rates and pay periods for student monitors and class assistants in consultation with People & Culture and HRIS 

Collaboration and Communication:

  • Participate and serve as secretary to University and faculty committees, synthesizing accurate and precise minutes in a timely manner
  • Liaise between committees, departments and stakeholders, including communicating complex information and processes and ensuring committee recommendations are integrated into larger organizational strategies and processes
  • Maintain and update program websites, social media platforms, news and event postings and promotional materials to ensure accuracy and inclusion of diverse perspectives and experiences, liaising with Marketing & Communications when necessary
  • Assist Manager, Associate Dean and Dean with special projects, events and other duties that contribute to the successful operation of the faculty office



  • Advanced knowledge and ability to create digital documents, forms, templates and reports using Microsoft Office Applications, including Teams, Forms, Approvals, Adobe Sign, DocuSign
  • Advanced knowledge of Microsoft Outlook, Teams, To Do, and Tasks by 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
  • Advanced writing skills and ability to clearly articulate complex processes and communications in a diplomatic, cohesive, effective and well-structured manner 
  • Ability to synthesize, organize and circulate accurate, precise minutes for university and faculty committees in a timely manner
  • Ability to synthesize and circulate accurate and precise communications regarding student records and approval processes 
  • Strong presentation skills demonstrated through presentations at conferences, seminars or workshops and the ability to articulate ideas clearly, confidently, and engagingly to diverse audiences
  • Strong organizational skills and communication skills to manage preparation, logistics, and follow-ups related to public speaking engagements
  • Advanced analytical skills and ability to generate reports
  • Proven ability to meet deadlines and work well with high volume and pressure, and changing priorities
  • Excellent attention to detail, accuracy and the ability to prioritize tasks
  • Demonstrated ability to handle confidential matters, sensitive situations, crises or challenging conversations with discretion and tact
  • Minimum of three (3) years of administrative work experience in a post-secondary educational environment
  • Post-secondary degree or equivalent
  • Demonstrated commitment to the principles of decolonization, equity and diversity; and experience promoting a respectful work and learning environment for students, staff and faculty
  • Demonstrated ability to take initiative and work both independently and participate collaboratively in a team environment

An Asset:

  • Knowledge of curriculum development and approval processes in a post-secondary environment
  • Proficiency in Colleague, Canvas, ECM and DCU software
  • Active interest in the creative arts and creative industries

Compensation: Hiring Range – $54,158.84 to $61,965.30 per annum, commensurate with experience, plus benefits; Salary Range – $54,158.84 to $71,191.96 per annum.

Hours of Work: Total of 35 hours per week.

The incumbent in this role will be expected to report to work on campus.

Application Deadline:Interested applicants are invited to submit an updated resume, with a cover letter by selecting “Apply Now”.The review of applications will begin on Friday September 1, 2023, and will continue until the position is filled. Please upload all documents in PDF format.

As an employer committed to employment equity, we encourage applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

We encourage members of designated equity-seeking groups to self-identify within the voluntary Applicant Questionnaire .

In order to alleviate the under-representation of racialized and Indigenous administrators, priority in hiring will be given to qualified racialized and Indigenous persons who self-identify as such in the application process. This initiative is a special program under the Ontario Human Rights Code.

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.

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