Administrative Coordinator

Administrative Coordinator

Permanent Employment Contract

Application Deadline: Friday June15th 2026 at 11:59pm

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 Friday June 15th 2026 at 11:59pm. Questions and inquiries can be forwarded to this same email address.

Organization Description: The OCAD Student Union is an independent, democratically run student organization with approximately 5000 members, incorporated as a not-for-profit corporation. The OCAD Student Union operates a variety of programs, campaigns, and services on campus at OCAD University including: legal advice, advocacy services, campus food bank, community pay-what-you-can lunch, community development grants, social events and workshops.

The OCAD Student Union advocates for the best interests of OCAD University students, representing the student body in dialogue with OCAD U administration and governance bodies, as well as all levels of government. The OCAD Student Union represents the OCAD University student population within the Canadian Federation of Students as Local 25.

The OCAD Student Union is committed to ensuring the OCAD University campus and broader OCAD U community are inclusive spaces where all members are treated with respect and dignity. The OCAD Student Union operates with an anti-oppressive framework and a commitment to decolonization. We encourage applications from everyone, especially equity seeking groups who have historically faced systemic barriers and oppression. Please note that the OCAD Student Union strives to accommodate job applicants with a disability during the hiring process in accordance with the Ontario Human Rights Code and other applicable legislation. Please tell us if you require accommodations during the application process.