Administrative Coordinator, Doctor of Veterinary Medicine Program

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Office, Clerical and Technical
Position covered by the Collective Agreement with USW Local 4120

Administrative Coordinator, Doctor of Veterinary Medicine Program

Ontario Veterinary College (OVC), Integrated College Services

Temporary full-time from July 15, 2024 to June 19, 2026
Temporary absence of the regular incumbent
Hiring #: 2024-0334

Please read the Application Instructions before applying

The Ontario Veterinary College (OVC) is Canada’s #1 veterinary school and the academic home of the Doctor of Veterinary Medicine (DVM) program at the University of Guelph. The four-year DVM program has been gradually increasing enrolment numbers, with incoming classes of up to 140 students each year; currently, there are approximately 500 students enrolled. Several hundred people participate in the delivery of the program, this includes faculty members, staff veterinarians, Doctor of Veterinary Science residents, interns, veterinary technicians, and other HSC staff.

The Administrative Coordinator, Doctor of Veterinary Medicine (ACDVM) is a dynamic and fast paced position that would be well suited to a person who is passionate about continuous improvement of the student experience and enjoys daily interactions with a variety of people. Reporting to the Senior Manager, Student Experience, the ACDVM provides administrative support for both the academic and student life aspects of the DVM program and is the first point of contact for DVM students. The ACDVM is one of three staff members who support the Associate Dean Students and Academic, to advance the academic, professional, and personal development of students in the DVM program.

The ACDVM works within a skilled administrative team that is responsible to:

• Assist with the preparation of complex and interdependent DVM schedules that are dependent on student enrolment and information provided by course/rotation coordinators, and instructors
• Support experiential learning within the DVM Program
• Collect Phase 4 rotation offerings, and create the Phase 4 rotation schedule, as well as monitor and approve change requests to ensure students fulfill their requirements to graduate
• Setup the automatic delivery of evaluations and forms associated with Phase 4 rotations (e.g. Evaluations of Student Performance, and Health and Safety documentation)
• Manage multiple organizational email accounts which have been set up to handle requests for support, information, documents, data etc. 
• Provide administrative support to various committees
• Provide administrative support related to academic consideration, academic misconduct, exams, and SAS accommodations
• Assist with documentation and maintenance of Standard Operating Procedures for the DVM program

Requirements of this position include:

• One-year of community college in a business program, and related administrative support experience, or an equivalent combination of education and experience.
• Experience within a post-secondary academic environment, managing complex academic schedules is preferred.
• Demonstrated proficiency with computers, including advanced use of MS Office (Word, Excel, Access, SharePoint) software; previous experience scheduling (knowledge of Colleague, eMedley, enCampus, infoSilem or other student information systems is an asset)
• Ability to work independently and as part of a team. 
• Excellent critical thinking, problem solving, and communication skills are required.
• Demonstrated high performance in a client service-oriented environment and the ability to maintain professionalism, confidentiality and security when working with private student and institutional data.

All members of OVC Integrated College Services work within an environment of continuous improvement and quality service provision.

This position may be suited to a telework arrangement of 2 days remote per week, upon successful completion of the probationary period.

To apply for this position please submit a cover letter and resume that clearly demonstrates how you meet the educational, experience, and skill requirements for this position.

Covering Position Number     206-008
Classification                           USW, Local 4120 Salary Band 4*
Normal Hiring Range              $26.17 - $29.24 per hour

*Tentative evaluation; subject to final review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 2024 06 26
Closing Date: 2024 07 03