Data & Operations Coordinator

IVEY BUSINESS SCHOOL FOUNDATION•London, ON

8d•CA$47,085 - CA$55,430•Onsite

About The Position

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.

Requirements

University degree or relevant 2-year college diploma.
A minimum of 2 years related work experience in a customer service or order fulfillment role.
Excellent organizational, planning and time management skills.
Effectively handle multiple priorities in an interruptive environment and remain calm under pressure.
Excellent interpersonal, oral, and written communication skills.
Commitment to exceptional quality and customer service.
High degree of accuracy and attention to detail.
Experience dealing with international clientele.
Ability to analyze and interpret requests for data.
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.
Demonstrated initiative, flexibility, and the ability to work effectively as part of a team.
Customer relationship management (CRM) software experience required (Salesforce).

Nice To Haves

Knowledge of copyright law is desirable.

Responsibilities

Regularly monitor and ensure the integrity and accuracy of the Ivey Publishing databases by editing records as necessary.
Input or upload new and revised data into the system, using accurate and required information.
Format custom materials and handouts into fixed electronic formats with high-quality standards.
Resolve duplicates or inaccurate data to maintain database accuracy.
Routinely check for illegal postings of copyrighted material and issue takedown notices.
Support content updates to distributors.
Manage textbook and instructor’s manuals permissions processes, including responding to requests and addressing general copyright inquiries.
Review requests from publishers and obtain author consent.
Approve use, invoice for use, and provide appropriate files when permissions are approved.
Proof publisher-supplied pages to enforce accurate use of materials.
Review Internal coursepacks biweekly to ensure accuracy, copyright permissions compliance and completeness.
Provide customer service support to internal and external customers as needed.
Provide support on approving pending copyright materials for use within internal Ivey programs.
Prepare accurate and timely invoices for faculty material orders to meet program requirements. Follow up with faculty and program staff regarding outstanding balances.
Routinely contact faculty and program staff to clarify requests and information and provide information.
Liaise with suppliers to order publications and supplemental materials to fill internal and external customer orders.
Maintain inventory of office supplies, complete orders as required and track spending against annual budget.
Manage facilities requests, including room bookings, meeting requests, and parking requests.
Reconcile monthly Visa statements for the department.
Resolve disputed credit card payments.
Provide support and backup to customer service, workshop registration, and the business development team as needed.

Benefits

A collaborative and engaging work culture
Opportunity to join a community of people-focused professionals
Market competitive compensation with annual increases available
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.
Enhanced mental health benefits coverage and resources.
Life and AD&D insurance for you and your family.
Out-of-country travel insurance.
Employee and Family Assistance Program.
Pregnancy and Parental top-up leave program.
A generous group retirement savings plan with 7.5% employer contributions.
Vacation starting at 15 days per year plus 2 paid Ivey Personal Days.
Paid time off during the School’s December holiday closure.
Numerous campus-wide arts, culture, and sport events.
Supports for professional development and career progression opportunities.