School Operations Coordinator

True North

As the largest post-secondary institution in northern Alberta, Northwestern Polytechnic is a natural point of convergence for knowledge, skills, creativity, and collaboration. Striving to spark and empower success, NWP’s mission is geared towards both individual and collective progress. NWP offers a wide variety of engaging and in-demand academic programs in certificates, diplomas, apprenticeships, and degrees. We exist wholeheartedly for the domestic and international students who call our campuses home, the distinctive communities and industries we serve, and the staff and faculty who honour us with their expertise and insights every day. While our potential as one of Alberta’s newest polytechnics is ever-growing, we recognize the importance of having authentic and highly effective contributors by our side. We are currently recruiting individuals who are inspired by opportunity, driven by results, and aligned to NWP’s core values of being responsive, innovative, and connected.

The Department

Based primarily on-site in the Grande Prairie Regional Hospital, the School of Health specializes in collaborative medicine, nursing and healthcare, emergency services, and kinesiology. Students in the School of Health benefit from hands-on, activity-based learning in one of the country's most advanced nursing simulation labs.

The Role

Reporting to the Dean of the School of Health, the School Operations Coordinator plays a crucial role in ensuring the smooth day-to-day operations of an academic school. This position provides administrative and operational support to faculty, staff, and students while maintaining essential documentation and record keeping, managing initiatives, and coordinating quality reporting and regulatory requirements. The Coordinator facilitates communication with internal and external stakeholders, assists with event planning, and supports compliance with institutional policies and processes. Additionally, this role supports the development, maintenance, implementation, and evaluation of academic programs by working closely with the Dean to establish and track timelines and deliverables and ensure all procedural and regulatory requirements within the School are met. The Coordinator also updates review scheduling processes, including timetable implementation, booking procedures, space utilization, and facility coordination.
 

Primary Responsibilities

Administrative and Operational Support

• Act as a primary contact for faculty, staff, students, and external partners.
• Maintain program documentation, policies, and procedures to ensure compliance.
• Assist with faculty recruitment, hiring, and onboarding processes.
• Support daily operations, including processing requests and scheduling activities.
• Perform full-scope administrative duties, including phone and email correspondence, mail distribution, document preparation, scheduling conferences, travel arrangements, preparing meeting agendas, recording minutes, and tracking action items when required.
• Adhere to institutional financial guidelines.
• Assist with managing expense reports, petty cash reconciliation, procurement transactions, purchase orders, and payment requests, ensuring accuracy in cost coding and budget tracking.

Program and Project Coordination

• Draft and manage documents related to post-secondary program development, maintenance, and implementation.
• Coordinate preparation and submission of program proposals, curriculum changes, and accreditation documents.
• Track program development milestones and ensure deadlines are met for new and existing program submissions.
• Track student application fill rates, registration changes, and enrollment status.
• Generate reports on student progression, cancellations, and application trends to support departmental decision-making.
• Collaborate with faculty and leadership to ensure program compliance with academic and regulatory standards.
• Facilitate sessions and serve as a key contact for systems used within the department, such as Matador, Workday, and SharePoint.

Quality Assurance and Compliance

• Coordinate quality assurance reporting and regulatory compliance for the School.
• Track key timelines, coordinate execution of procedures, collect and distribute information, and ensure archiving of essential documentation for evaluative processes contained in collective agreements linked to employees within the School.

Scheduling, Space Utilization, and Facilities Coordination

• Oversee academic timetable inputs, ensuring alignment with program needs and institutional guidelines.
• Manage booking procedures for classrooms, labs, and meeting spaces to optimize space utilization.
• Act as liaison between the School and Facilities to address space-related needs, maintenance, and equipment requirements.
• Ensure scheduling processes align with faculty availability and program delivery requirements.

Event and Stakeholder Coordination

• Assist in organizing school events, meetings, and workshops by coordinating logistics, scheduling, and communications.
• Support faculty and leadership in liaising with internal and external stakeholders, ensuring effective collaboration and engagement.
• Facilitate departmental communications to ensure timely dissemination of information related to programs, policies, and operational updates.
• Perform other duties as assigned.

What We Offer

Finding your fit in one of our specialized schools or departments means a bright future with competitive compensation, attractive benefits packages, reliable networks, a high quality of life, and unparalleled learning community experiences. If you are looking to transform the post-secondary landscape through polytechnic education, research, and partnerships, Northwestern Polytechnic is your employer of choice.