Position Summary: The Administrative Coordinator coordinates the day-to-day administrative tasks of the OCAD Student Union (OCAD SU) for operations as well as programs, services, and events held on and off-campus. The ideal candidate is proactive, organized and detail oriented, has excellent interpersonal and communication skills, and works well in a team environment.
Reports to: Manager of HR & Administration
Working Relationship: OCAD Student Union Board of Directors, OCAD SU Staff and other contractors and
affiliates of the OCAD Student Union.
Rate of Pay & Hours of Work: This position is paid $20.41-26.47 per hour commensurated by experience, with opportunity for annual inflation and seniority pay increases. Compensation for this position will include an additional 4% in lieu of vacation and 8% additional pay in lieu of benefits. The Administrative Coordinator role will include an annual professional development allotment of $500, up to thirteen paid personal days, as well as a a mutually agreed upon paid amount time off during the University Winter Closure Hours of work are flexible, scheduled on a four-day work week between the hours of 10:00 am-6pm, Monday to Friday, for a standard of 20-25 hours per week. Work is to be performed in-office, with a mutually agreed upon small number of hours available to work remotely, with prior discussion.
Responsibilities:
• Welcome visitors to the office and answer inquiries;
• Respond to or redirect correspondence, emails, and phone calls;
• Maintain stock of stationery, office supplies, and related items;
• Coordinate and prioritize schedules for meetings and events in a hybrid working environment with flexible staff hours;
• Maintain a list of Board of Directors and employees including work schedules and availability;
• Prepare agendas and collect reports for all meetings including bi-weekly staff and executive team meetings, monthly Board of Directors meetings, annual members meetings, and regular meetings with OCAD University administration and departments;
• Assist in the recruitment and onboarding of employees and contractors;
• Schedule all room bookings and coordinate work order requests with the appropriate OCAD University departments;
• Support the logistical planning and facilitation of workshops and activities;
• Develop and manage physical and digital filing systems;
• Implement and manage project management and collaboration tools;
• Develop and maintain manuals for administrative functions and train and support staff members in office systems and procedures as needed;
• Provide technical support for online meetings and workshops;
• Support annual planning and long-term strategic planning processes;
• Lead the planning of the annual members’ meeting including scheduling and logistics, promotions, and the compilation of annual reports and meeting documents;
• Oversee the organization’s Social Justice Library, in collaboration with the Social Justice and Accountability Committee (SJAC) including procurement, inventory management, and lending;
• General office maintenance and upkeep including light cleaning and tidying, arranging displays, and organizing supplies;
• Other related duties as assigned
Qualifications:
• Experience working in an administrative capacity and/or an office environment.
• Strong organizational skills and attention to detail.
• Excellent telephone manner, email etiquette, and interpersonal communication skills.
• Effective time management skills and the ability to meet deadlines with shifting priorities and competing demands.
• Effective critical thinking skills and the ability to exercise good judgment.
• Ability to handle confidential matters with discretion and tact.
• Reliable, punctual, and trustworthy.
• Ability to work in a team environment as well as independently with minimal supervision.
• Ability to actively listen and retain information for extended periods of time.
• Proficient with Google Workspace and social media platforms.
• Familiarity with Microsoft Office 365 and Google Suite will be considered an asset.
• Experience working in not-for-profit organizations, student organizations and/or arts organizations will be considered an asset.
How to Apply: Send your resume and cover letter in PDF format to Adam Asmar at manager@ocadsu.org with the subject "OCAD SU Administrative Coordinator” by Monday, June 15th 2026 at 11:59pm. Questions and inquiries can be forwarded to this same email address.
