OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create
OCAD University, Canada’s largest and oldest art and design university, is a vibrant community of bold, curious and compassionate artists, designers and scholars who are imagining and creating a joyful, equitable and sustainable world. The University is an internationally renowned hub for art, design, digital media, research, innovation and creativity, and arts administration. It embraces collaborative and interdisciplinary approaches to change-making through art, design-thinking curriculum and research, making OCAD U a local, regional, national and global leader in art and design.
It is an exciting time to join the OCAD U community as the University is at a key stage in its institutional transformation, with the implementation of its Academic and Strategic Plan and guiding principles — driving positive impact; decolonization, indigenization and equity; environmental sustainability; emerging as a vibrant hub; student centered approaches; innovation in learning teaching and research; and financial stewardship.
Reporting jointly to the Board Secretary & Chief of Staff and the Vice-President, Finance & Administration (VPFA), the Coordinator is responsible for the provision of courteous, high standard executive-level administrative support and special project support & coordination in the Office of the President and Office of the Vice-President, Finance & Administration. The incumbent will also provide backup support to the Executive Assistant, Office of the President and will provide high-level support across both portfolios with a high degree of problem-solving and initiative within a collaborative and dynamic team environment.
Summary of Responsibilities:
Office of the President
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In collaboration with the Executive Assistant, provide administrative support to the Board Secretariat and Office of the President
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Schedule internal and external meetings and coordinate related logistics such as room bookings, refreshments, and preparation of documents and pertinent background information for the President and other attendees, as required
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Working closely with the Manager, Board Governance, provide administrative support in the coordination of Board of Governors/Committee in-person and hybrid meetings, training and events, including booking rooms, scheduling meetings, organizing refreshments, preparing materials, supporting meeting set up and tear down, and managing general correspondence with Board members and stakeholders
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Maintain and coordinate the calendar for the Board Secretary & Chief of Staff
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Prepare, edit and distribute correspondence and reports under the direction of the Board Secretary & Chief of Staff
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Liaise with government bodies and external community to support projects and initiatives coming from the Office of the President, as required
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Review and update the sections of the OCAD U website pertaining to the Office of the President, Board of Governors, and Privacy
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Provide back up support to the Executive Assistant, as required
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Assist with budget related activities in the President’s Office, including processing expense reimbursements and monthly purchasing card statements, as needed
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Support the Board Secretary & Chief of Staff in other duties that contribute to the seamless operation of the Office of the President
Office of the VPFA
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Maintain the schedules of the VPFA, including scheduling meetings, booking rooms, distributing agendas, preparing documents, briefings and relevant background information, and documenting decisions and next steps
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Prepare meeting packages and supporting documents as required
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Assess the urgency of competing issues and make informed decisions that maintain balance with schedules and workflows
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Maintain accurate understanding of relevant University programs, policies, administrative structures, and priorities; advise and refer others, including students, as appropriate
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Prepare and maintain VPFA office budgets and related activities, including processing expense reimbursements, and monthly purchasing card statements
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Maintain accurate electronic and manual filing system and paper flow, to ensure an organized working environment
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Leverage AI-powered solutions (i.e. Microsoft Copilot) to streamline meeting preparation, document management, and stakeholder communications.
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Ensure that the VPFA is organized and prepared for Board and Board Committee meetings and presentations
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Create and/or edit first-draft Board briefing notes and presentations and prepare regular activity reports on behalf of the VPFA (Audit, Finance and Risk Committee, Investment Committee, and Physical Resources and Capital Assets Committee are the relevant Board committees); proofread all briefing notes prior to submission
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Support the VPFA in other duties contributing to the successful operation of the VPFA offices
Project Coordination
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Assist in the coordination of multiple projects and initiatives that come through the Office of the President and/or Office of the VPFA, including, but not limited to the University’s Records Information Management project
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Provide administrative support and coordination to relevant project committees and working groups
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Ensure progress and follow-up on action items with stakeholders to meet deadlines
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Prepare presentations, reports and correspondence in support of the appropriate executive officer
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Undertake research to support policy development and project implementation
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Assist in stakeholder engagement workshops where required
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Ensure consistent and effective communication flow to the internal and external community on initiatives, consultations, milestones and projects in respect of the broad portfolios of both the office of the President and the Office of the VPFA
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Use AI-driven analytics and solutions to support project tracking, reporting, and decision-making. Continuously evaluate the effectiveness of AI tools such as Microsoft Copilot to ensure alignment with institutional priorities and improve workflow efficiency across both the Office of the President and the Office of the VPFA.
Qualifications:
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Post-secondary degree, or equivalent, with a minimum of four (4) years of work experience preferably providing senior leadership support; work experience in post-secondary education an asset
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Advanced knowledge of Outlook, and Microsoft Office Suite; ability to create accessible forms/documents
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Outstanding interpersonal and oral communication skills and demonstrated professionalism, diplomacy, judgement and discretion working with senior volunteers, senior administration and with confidential or sensitive matters; ability to maintain confidentiality is essential
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Experience in utilizing AI-driven solutions (i.e. Microsoft Copilot) to streamline workflows and improve efficiencies in various administrative and project-related tasks
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Strong research and writing skills including the ability to clearly and creatively draft content, evaluate information, and articulate processes and communications in a diplomatic, cohesive, effective and well-structured manner
- Ability to synthesize, organize and circulate accurate, precise notes or minutes for meetings and committees
- Strong budget management and financial skills
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Demonstrated commitment to the principles of equity and diversity, and experience promoting a respectful work and learning environment for students, staff and faculty
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Demonstrated attention to detail, strong organizational skills and a demonstrated ability to prioritize tasks and meet deadlines
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Ability to deal with shifting priorities and competing demands, work effectively under pressure and manage stress
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Willingness and ability to work irregular hours, as required; evenings and weekends required on occasion
This posting is for an existing vacancy.
Mode of Work: On Campus (Possibility for hybrid work)
Compensation: Hiring Range - $36.77 to $42.16 per hour commensurate with experience, plus 4% vacation pay and 7% in lieu of benefits; Salary Range - $36.77 to $48.33 per hour.
Hours of Work: Monday to Friday, 35 hours per week. This is a temporary contract expected to begin April 6th, 2026, and continue until December 18, 2026.
Application Deadline: Interested applicants are invited to submit an updated * resume and cover letter (PDF) . The review of applications will begin immediately and will continue until the position has been filled.
- Please upload your resume and cover letter as one PDF. Please name your upload: FirstName_LastName-Job Code
As an institution committed to art, design, digital media and related scholarship, OCAD University recognizes the profound and essential value that diversity brings to the creation, reception and circulation of creative practices and discourse. OCAD University understands that valuing diverse creative practices and forms of knowledge are essential to and enrich the institution’s core mission and vision as an art and design university with a local and global scope.
As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.
OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities .
All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.
