HUMAN RESOURCES
SIMON FRASER UNIVERSITY
ADMINISTRATIVE & PROFESSIONAL STAFF
JOB DESCRIPTION
Please read "Guide to Preparing Job Descriptions" before completing form.
A. IDENTIFICATION Position Number:
Position Title: Academic Program Coordinator
Name of Employee:
Department: Academic Department
Position Reports To (Title): Chair/Director/Academic Program Director
Description Prepared by: J. Heinze Date:
B. POSITION SUMMARY
Briefly describe the primary function and purpose of the position in one or two sentences.
Provides academic advice and administrative support to prospective and registered
(undergraduate/graduate/name of credit program) students, coordinates and prepares the semester
course schedule, participates in long range course planning, monitors changes to University academic
and administrative policies, coordinates the development and production of program advertisements
and publicity, manages the recruitment process for sessional instructors and tenure track faculty,
manages program annual operating and capital budgets, provides a range of general operational and
administrative support for program personnel, participates in the planning and organization of events
and conferences, supervises temporary support staff, participates as secretary to the Program
Steering Committee, coordinates the selection, acquisition, and/or maintenance of software, hardware,
office equipment, and ancillary services, and liaises with administrative and academic personnel,
community members, external organization, government and agency personnel.
C. DUTIES AND RESPONSIBILITIES
Starting with those you consider the most important, list and describe the main duties and
responsibilities of the position. For each item start with an action verb and briefly describe WHAT is
done, HOW it is done and WHY it is done.
Indicate in the right hand column the percentage of time spent on each particular task.
Description % of Time
Provides academic advice and administrative support to prospective and registered
students in accordance with University, Faculty and Department/School policies,
procedures, and regulations by coordinating the student recruitment process through
liaison with external organizations and the development industry, writing and placing
advertisements, reviewing degree and program requirements, transcripts, and
admission and graduation applications, making referrals to faculty and administrative
staff as appropriate, verifying degree requirements, monitoring student progress,
processing registration clearances, course changes, and program approvals, ensuring
the maintenance of associated records and files, and corresponding with external
institutions and students, etc. to provide program support.
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Description % of Time
Participates in long range course planning by reviewing course enrollment patterns,
identifying core program course requirements, projecting academic resources and
instructional needs, etc. to assist in the development of course and teaching
schedules.
Monitors changes to University academic and administrative policies by keeping
abreast of amendments and assessing the impact on Program activities, disseminating
information to faculty, students, and staff, etc. to ensure individuals are given accurate
information about regulations and program and administrative requirements and
procedures.
Coordinates the development and production of advertisements and other publicity for
Program related activities by drafting notices, investigating and sourcing production
contacts and associated expenses, etc. and approves proofs for final copy and ad
placement.
Manages the recruitment process for sessional instructors and tenure track faculty by
ensuring applicable policies and procedures are followed, coordinating the review and
evaluation of applications, collecting, preparing and disseminating documentation,
responding and following up on administrative matters, and organizing space and
resource requirements.
Manages the annual operating and capital budgets (approximately $ K annually)
by coordinating capital requests and budget submissions, preparing cost projections,
liaising with Purchasing, recommending the allocation of funds, administering
expenditures through the review and approval of invoices and receipts for
reimbursement, initiating and approving budget transfers, journal vouchers, purchase
requisitions, travel and business expense claims, and work orders etc., reviewing and
reconciling expenditures to monthly commitment reports, liaising with financial services
to resolve discrepancies, maintaining accounting records, participating in budget
planning, and preparing periodic financial status reports.
Provides a range of general operational and administrative support for program
personnel by managing the furnishing and allocation of Program space, coordinating
and overseeing ancillary and renovation requirements, the evaluation, installation and
servicing of equipment, the compilation, collection and reporting of information in
response to requests from the Chair/Director, Dean's Office, Office of the Vice-
President, Academic, and University staff, the coordination of collaborative events and
lectures, external and internal liaison, issuance and control of keys, locksmith requests,
provision of information and advice regarding University and Program policies and
procedures, etc.
Participates in the planning and organization of events and conferences (e.g., )
by researching venues and expenses, preparing draft event and conference budgets,
approving expenses, negotiating site selections, drafting and/or preparing written,
information for online and printed communications, hiring and supervising temporary
support staff, liaising with on and off-campus resource and support personnel,
coordinating and/or collaborating in the direction of pre and on-site activities, attending
meetings, and responding to inquiries and/or making referrals.
Participates as secretary to the Steering Committee by providing information and
advice regarding administrative issues related to curriculum changes, policies and
procedures, past practice, recording and preparing minutes, compiling information and
following up on committee actions, and reviewing calendar proofs and providing
curriculum updates, etc. to provide assistance in program planning.
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Description % of Time
Coordinates the selection, acquisition, and/or maintenance of software, hardware,
office equipment, and ancillary services by maintaining currency with new and
enhanced software releases that may improve administrative processing, and liaising
with computing, purchasing, support services, vendors, etc. to ensure an efficient
business environment is maintained.
Liaises with administrative and academic personnel, community members, external
organization, government and agency personnel by requesting and providing
information, and coordinating the collection and dissemination of materials to facilitate
the continual exchange of communication between the Program and internal and
external community.
D. DECISION MAKING
i) Give some typical examples of the most important decisions the incumbent is expected to make in
carrying out the duties and responsibilities of the position. To what extent can the incumbent rely on
established policies or advice from others in making these decisions?
Makes decisions regarding the approval of budget expenditures within the scope of University policies
and procedures and budgeted allocations; decisions regarding what criteria should be included in
projecting budget requirements; decisions regarding capital allocation recommendations; decisions
regarding how to advise prospective and registered students; decisions to recommend students for
graduation within policies and procedures; decisions regarding staff hiring, staff development planning
and work responsibilities, leave of absence requests, performance evaluation and corrective action,
grievance handling to step 2; etc.
ii) Give some examples of the types of decisions the incumbent would refer to his/her supervisor.
Unbudgeted expenditures; serious corrective actions for staff performance; grievances at step 2;
decisions beyond the scope of University, Department and Faculty policies and procedures; serious
student issues; etc.
E. SUPERVISION EXERCISED
Indicate the number of employees for whom the position is responsible:-
Number of employees reporting directly to the position. _0_
Total number of employees for whom the position has direct responsibility. _0_
Note: Hires and supervises temporary staff.
F. SUPERVISION RECEIVED
Describe the extent to which the supervisor determines the day to day work load of the position and
assists in the completion of duties. Explain the nature of guidance received and how often work is
checked or reviewed.
Works under administrative direction exercising initiative, independence and judgment in the effective
day-to-day operation of the Program.
G. UNUSUAL WORKING CONDITIONS
None.
H. ENTRANCE QUALIFICATIONS
What combination of experience, training and/or formal education do you believe is the minimum
required to perform the duties of this position?
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Undergraduate degree and two years of related experience which includes experience in financial
administration, human resource management, and post-secondary curriculum advising, planning and
coordination OR an equivalent combination of education, training and experience.
Excellent organizational, analytical reasoning, problem-solving, and conflict management skills.
Excellent interpersonal and communication (both oral and written) skills.
Excellent financial administration and human resource management skills.
Skilled in the use of word processing, database, web-based and spreadsheet software.
Excellent event planning and administration skills.
I. ORGANIZATIONAL RELATIONSHIPS
Indicate in the appropriate blocks the title of the position to which this position reports and the titles of positions reporting directly
to it. If more detail is required, add additional blocks.
Chair/Director/
Academic Program
Director
Academic Program
Coordinator
Temporary Staff
J. APPROVALS
Incumbent's
Signature: _______________________Date: _____________________
Supervisor's
Signature: _______________________Date: _____________________
Signature of Next
Administrative Level _______________________Date: _____________________
SHOULD YOU REQUIRE FURTHER ASSISTANCE IN COMPLETING THIS POSITION DESCRIPTION, PLEASE FEEL
FREE TO REFER TO YOUR SUPERVISOR OR TO YOUR HUMAN RESOURCES ADVISOR .
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