U15 Data Exchange Coordinator - Queens University

Under the overall direction of the Executive Committee and the immediate supervision of the Chair, U15DE, the Coordinator facilitates the collection of data submissions from member institutions and is responsible for the maintenance of the data in formats accessible to institutional representatives.

U15 Canada is an association of fifteen research-intensive Canadian universities. The organization is a set of informal groups of University Executive Heads, Vice-Presidents (Research), and Provosts and Vice-Presidents (Academic), whose purpose is to advance the cause of Canada’s research-intensive universities in the development of research and academic policies at the national level. The purpose of the U15DE is to construct inter-institutional and inter-jurisdictional comparisons in support of both local and collective policy decisions, in order to create efficiency and achieve greater communication amongst the consortium’s members. The U15DE operates under the authority of the Executive Committee and reports to the Academic Affairs Committee. For each U15DE project, an institutional researcher staff person from a member institution acts as caretaker for purposes such as data collection, data integrity, analysis and issues arising from each ongoing dataset.

KEY RESPONSIBILITIES:

• Establishes schedules for the submission of data for each exchange items and follows up with caretakers and institutional representatives to ensure adherence to schedules.

• Consolidates submissions using appropriate technology (website, cubes, etc.).

• Manages the U15DE SharePoint site. Identifies and makes modifications as required.

• Creates and maintains various databases as required for the U15DE.

• Ensures that all databases are readily accessible to institutional representatives, and ensures they are secure from unauthorized access.

• Assists individual project caretakers to improve data integrity and quality.

• Prepares reports and extracts from datasets and business intelligence applications upon request from institutional representatives or external parties, as authorized by the Chair, in accordance with agreed U15DE disclosure and access protocols.

• Provides analysis of data and monitors across multiple projects for trends.

• Coordinates and maintains the list of links to relevant information on higher education.

• Maintains the U15DE mailing list.

• Coordinates the participation of the institutional representatives to the monthly videoconference calls and the in-person annual general meeting (AGM).

• Establishes and maintains close communications with various national and international organizations with interests similar to those of the U15DE.

• Works with data in different and sometimes incompatible formats.

• Communicates with representatives of institutions with different modes of operation.

• Participates in the working groups formed to investigate opportunities and feasibility of new or replacement projects.

• Prepares summary reports for the Executive Heads, the Provosts or the Vice-Presidents (Research) as needed.

• Monitors technological and methodological developments, provides recommendations to the Chair and Vice-Chair. Communicate approved recommendations to member institutions and ensure adoption of the recommendations.

• Performs analysis or acts as a caretaker for some specific projects.

• Undertakes other duties as assigned.

REQUIRED QUALIFICATIONS:

• A Master’s Degree or Bachelor’s degree with a minimum of 5 years’ relevant work experience.

• Project management and coordination abilities and experience essential.

• Extensive numeracy skills and a strong computer background, including excellent knowledge of spreadsheet and data visualization software packages (e.g. MS Power BI), as well as Web application and management tools.

• Several years’ experience in similar work in a university setting or equivalent demonstrated abilities.

• Preference will be given to a candidate who is fluent in both English and French.

• Ability to work 100% remotely within Canada and availability to travel to the AGM is required.

• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Strict attention to detail and exceptional accuracy when performing tasks with an appreciation for the implications of errors for the university and U15 Canada with respect to reputation and relationship building.

• Plans, organizes and prioritizes time demands for the DE executive with a high degree of independence and judgment.

• Exceptional client/service orientation; creates an environment in which concern for client satisfaction is a key priority. Adapts client/service orientation to meet the needs of diverse stakeholders.

• Ability to work in a confidential, intense, high-pressure environment. Ability to have access to data that are potentially sensitive and require a very high level of discretion.

• Diplomacy, maturity and tact interacting professionally and effectively with diverse internal and external audiences: senior administration, university employees, students, alumni, donors, corporation and foundation executives, CEO’s, etc.

• Foster a climate of inclusion, where diverse thoughts are freely shared and integrated to develop plans and solutions that are best suited to circumstances.

• Strong communication skills, both oral and written, with the ability to respond with sensitivity and good judgment to difficult and highly sensitive situations. Excellent writing skills to draft and edit correspondence and reports.

• Excellent time management skills to cope effectively with a consistently high volume of work and to provide support for numerous ongoing projects, ensuring deadlines are met.

• Exceptional organizational/administrative skills to coordinate and maintain progress on many diverse tasks and carry them to completion simultaneously, without supervision, and with many interruptions.

• Strong ability to problem solve, exercise discretion and determine when to involve senior staff in decision-making.

• Initiative and self-motivation; experience organizing and coordinating efforts with diverse stakeholders and between multiple objectives.

DECISION MAKING:

• Frequent decisions regarding the management of the U15s schedule, including determining the urgency of a request, the feasibility of delegating the request to another unit, prioritizing meetings and calls, rescheduling appointments, etc.

• Prioritizes short-term and long-term task lists to ensure both internal and external deadlines are met for key deliverables.

• Handles incoming correspondence to the Chair, U15DE, some that may be sensitive or controversial. Determines when to involve the Chair, U15DE.

• With direction from the Chair, U15DE, determines nature and content of briefing notes, files, reports, and other information used to advise and prepare the Chair, U15DE for calendared events and ensures the coordination of such material in a timely fashion to properly prepare the Chair, U15DE prior to such events.

• Determines the best approach in meeting non-negotiable deadlines including who should be called upon to provide timely supplemental support. Verifies accuracy of information, and determines who should receive sensitive or confidential information, and in what format.

• Selects the best means to locate necessary information and determines when and to whom to delegate enquiries.