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Position: Data and Operations Coordinator
Location: London, Ontario
Position Type: Full-time, 3-year Ivey Business School Foundation renewable contract.
Status: This posting is for an existing vacancy.
Hiring Range: $47,085 - $55,430
Application Deadline: Thursday, July 16, 2026, at 11:59PM.
About Ivey Business School:
Ivey Business School acknowledges and respects the traditional lands of the Anishinaabek, Haudenosaunee, Lūnaapéewak, and Attawandaron peoples, where Western University and Ivey Business School are located. This land continues to be home to diverse Indigenous peoples, whom we recognize as contemporary stewards of the land and vital contributors of the community.
Ivey Business School (www.ivey.ca) at Western University (www.uwo.ca) is Canada’s leading provider of real-world, case-based business education. Drawing on extensive research and business experience, Ivey’s faculty provides the best classroom experience, equipping students with the knowledge, skills, and capabilities they need to confidently take on today’s leadership challenges and opportunities through Case-Method Learning. Ivey offers undergraduate and graduate degree programs, as well as Executive Education at campuses in London, Toronto, and Hong Kong.
Ivey Publishing is the leader in providing business case studies with a global perspective. With over 8,000 products in our own collection, Ivey Publishing adds more than 350 case studies each year. Virtually all Ivey cases have teaching notes. Clear, concise, and current, Ivey cases are lauded by the academic community as meeting the rigorous demands of management education by responding to the ever-changing needs of business and society. Ivey Publishing plays a pivotal role in supporting Ivey’s Case Method Teaching.
Position Overview:
In this role at Ivey Publishing, the primary focus is on ensuring the integrity and accuracy of databases. This involves tasks such as monitoring and editing records, obtaining, and inputting new data, and resolving inaccuracies. Additionally, a significant portion of responsibilities involves handling customer inquiries relating to textbook permissions, usage reporting requests, invoicing for materials used, and providing content to distribution partners, while maintaining high standards of customer service. This role includes responsibilities related to office and operations management, such as inventory maintenance, facilities coordination, and financial reconciliation. It's essential for the incumbent to engage proactively with faculty, program staff, and suppliers to efficiently fulfill customer requests.
Responsibilities:
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Database Integrity and Management
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Regularly monitor and ensure the integrity and accuracy of the Ivey Publishing databases by editing records as necessary.
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Input or upload new and revised data into the system, using accurate and required information.
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Format custom materials and handouts into fixed electronic formats with high-quality standards.
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Resolve duplicates or inaccurate data to maintain database accuracy.
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Routinely check for illegal postings of copyrighted material and issue takedown notices.
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Support content updates to distributors.
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Permissions Processes and Customer Service
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Manage textbook and instructor’s manuals permissions processes, including responding to requests and addressing general copyright inquiries.
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Review requests from publishers and obtain author consent.
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Approve use, invoice for use, and provide appropriate files when permissions are approved.
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Proof publisher-supplied pages to enforce accurate use of materials.
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Review Internal coursepacks biweekly to ensure accuracy, copyright permissions compliance and completeness
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Provide customer service support to internal and external customers as needed
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Provide support on approving pending copyright materials for use within internal Ivey programs
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Prepare accurate and timely invoices for faculty material orders to meet program requirements. Follow up with faculty and program staff regarding outstanding balances.
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Routinely contact faculty and program staff to clarify requests and information and provide information.
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Liaise with suppliers to order publications and supplemental materials to fill internal and external customer orders.
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Office and Operations Management
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Maintain inventory of office supplies, complete orders as required and track spending against annual budget.
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Manage facilities requests, including room bookings, meeting requests, and parking requests.
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Reconcile monthly Visa statements for the department.
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Resolve disputed credit card payments.
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Provide support and backup to customer service, workshop registration, and the business development team as needed.
Qualifications:
Education & Experience:
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University degree or relevant 2-year college diploma.
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A minimum of 2 years related work experience in a customer service or order fulfillment role.
Skills & Abilities:
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Excellent organizational, planning and time management skills.
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Effectively handle multiple priorities in an interruptive environment and remain calm under pressure.
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Excellent interpersonal, oral, and written communication skills.
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Commitment to exceptional quality and customer service.
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High degree of accuracy and attention to detail.
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Experience dealing with international clientele.
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Ability to analyze and interpret requests for data.
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Skilled in a variety of current software packages (Windows, Word, Excel), and aptitude and desire to learn other computer-related skills and software as required.
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Demonstrated initiative, flexibility, and the ability to work effectively as part of a team.
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Customer relationship management (CRM) software experience required (Salesforce).
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Knowledge of copyright law is desirable.
What We Offer:
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A collaborative and engaging work culture
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Opportunity to join a community of people-focused professionals
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Market competitive compensation with annual increases available
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Generous benefits package with employer-paid premiums, including a comprehensive Health and Dental Plan, Health Care Spending Account, short- and long-term disability programs, no waiting period required.
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Enhanced mental health benefits coverage and resources.
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Life and AD&D insurance for you and your family.
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Out-of-country travel insurance.
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Employee and Family Assistance Program.
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Pregnancy and Parental top-up leave program.
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A generous group retirement savings plan with 7.5% employer contributions.
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Vacation starting at 15 days per year plus 2 paid Ivey Personal Days.
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Paid time off during the School’s December holiday closure.
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Numerous campus-wide arts, culture, and sport events.
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Supports for professional development and career progression opportunities.
Equity, Diversity, and Inclusion at Ivey
Ivey Business School is committed to Equity, Diversity, and Inclusion. Please explore Ivey’s EDI homepage for more information on Ivey's commitment to EDI, to read about Ivey’s progress in the EDI Update, and to meet Ivey’s EDI Advisory Council members.
Ivey Business School invites applications from all qualified individuals. Ivey is committed to employment equity and diversity in the workplace, and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.
Accommodation
Prior to the next step in the recruiting process, we welcome you to inform us confidentially if you may require any accommodations in order to participate fully in our recruitment experience. Please contact us at [email protected] to notify us of any needs related to completing the job application, and/or throughout the recruitment process.
Artificial Intelligence
AI-supported tools may be used in parts of the selection process to help evaluate applications; however, our HR system itself does not include any AI functionality. All hiring decisions are made by people.
Application:
If you're excited about joining Canada's leading business school and meet the qualifications, please submit your resume and cover letter via the Ivey Careers page by the application deadline.
Ivey Business School Foundation:
Ivey Business School Foundation employees receive benefits exclusive to The Foundation, separate from Western University.
- Please note only selected candidates will be contacted.
