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Post End Date:
November 19, 2026 at 11:59 PMThis job advertisement is to fill an existing vacancy in the OSSTF (Employee Group)
This is a fixed-term contract, expected to conclude November 2027.
About the Role:
Reporting to the Associate Director, Co-op Education & Workplace Partnerships, the Administrative Coordinator is responsible for maintaining the integrity, accuracy, and effective use of co-op student data and related information systems.
The Administrative Coordinator conducts audits, manages records, monitors data quality, prepares operational and statistical reports, and provides analytical support to inform departmental planning, decision-making, and accountability requirements. The incumbent also performs routine system maintenance, coordinates technical troubleshooting activities with internal and external stakeholders, tests and monitors database functionality, and recommends process and system improvements.
The Administrative Coordinator will:
- Conduct regular audits of co-op student records, registrations, status changes, and related data within CareerZone, DB Brock, and other institutional systems to ensure data accuracy, completeness, consistency, and integrity;
- Monitor and maintain data quality standards by identifying discrepancies, investigating anomalies, reconciling records, and implementing corrective actions to ensure reliable reporting and compliance with institutional requirements;
- Generate, and maintain operational reports related to co-op admissions, replenishment, student status changes, continuation decisions, adjudication outcomes, retention, progression, and program participation to support departmental planning, accountability, and decision-making;
- Provide data analysis and reporting support by extracting, compiling, validating, and summarizing information from CareerZone, DB Brock, and other institutional systems;
- Perform routine maintenance of modules and forms in the database with changes and termly updates;
- Coordinate with Operations & Business Systems Manager in Co-op, Career, and Experiential Education (CCEE) department to create, submit, monitor and action on tickets to external service provider as needed;
- Consult the knowledgebase provided by the external service provider for troubleshooting and new features of our internal database;
- Generate and maintain reports, dashboards, and statistical summaries related to co-op recruitment cycles, student engagement, placement activity, and program outcomes;
- Monitor student completion of co-op and work-term requirements;
- Follow up on outstanding documentation and provide status updates to staff and faculty as required;
- Track and report on student progression throughout the co-op program, maintaining accurate records and identifying students requiring additional support or intervention;
- Support the administration of the co-op recruitment and work-term cycle by maintaining databases, monitoring key deadlines, and ensuring timely communication with students and stakeholders; and
- Provide back-up support to the Administrative Assistant by posting employer job opportunities to the co-op job board, coordinating interview schedules, and facilitating communication between students and employers.
Key Skills and Experience:
- Post-secondary courses including computer applications, office administration, or related courses, the equivalent combination of education and experience would be considered;
- Advanced computer skills, including Microsoft Office (Word, Excel, Planner, Teams, Booking, etc.), Adobe Acrobat, databases, web-based software, web maintenance, social media, learning management systems (i.e. Brightspace), graphic design tool (i.e. Canva) and Workday;
- Excellent attention to detail and ability to maintain high level of accuracy in work completed and information given;
- Ability to provide database troubleshooting advice, giving appropriate suggestions for solutions under minimum supervision;
- Reception and administrative support experience in a high-volume office, including database administration;
- Understanding and appreciation for experiential learning, career development and external partners to the University;
- Knowledge of FIPPA and confidentiality requirements;
- Promotes and embodies inclusivity and respect within the workplace and the broader community;
- Exceptional verbal communication and interpersonal skills, including maturity, tact, discretion and confidentiality;
- Ability to interact with persons from diverse backgrounds;
- Ability to work independently in a supportive and collaborative manner;
- Strong customer service skills and customer service orientation; and
- Ability to establish priorities, organize own work, and work with minimal supervision.
Preferred or Asset Skills:
- Experience working in a University environment; and
- Experience with Orbis platform.
Salary and Benefit Information:
- OSSTF I, Salary Scale ($48,405- $67,147)*;
- This position will be required to work on campus 5 days per week.
This position is included in the Ontario Secondary School Teachers Federation (OSSTF) Union and:
- Salary is therefore determined by the OSSTF Collective agreement. *
- New members shall be placed on the salary grid at the entry level. *
- It is Brock University’s policy to give first consideration to qualified internal Brock University OSSTF applicants.
We are committed to offering flexible work arrangements where possible as outlined in our Flexible Work Arrangement Policy. As a student-centered organization, all employees are required to work on campus as needed.
Brock University is committed to creating a respectful and equitable workplace. We strive to foster a culture of diversity and inclusion in our work and learning environments. We welcome applications from all qualified individuals and actively encourage applications from women, people with disabilities, members of the 2SLGBTQIA+ community, Indigenous Peoples, people who identify as Black, African and/or Caribbean, as racialized and/or as from ethnic and cultural minority groups, and other underrepresented demographic groups at Brock and in the Niagara region. Brock also recognizes intersectionality and the interconnected identities, histories, and experiences of these aforementioned groups.
We are committed to inclusive and barrier-free recruitment, and we accommodate the needs of applicants throughout all stages of the recruitment process, as outlined in our Employment Accommodation Policy and consistent with the requirements of the Ontario Human Rights Code. Please contact talent@brocku.ca if you require a disability related accommodation so we can ensure your participation needs are met.
Brock University does not use AI Technology at any stage of the recruitment process.
We appreciate all applications received. Candidates that are selected for an interview will be contacted.
Learn more about Brock University by visiting www.brocku.ca.
