Operations and Undergraduate Coordinator

University of Guelph • Guelph, ON

3d

About The Position

The Department of Molecular and Cellular Biology (MCB) is seeking an organized, technically capable, and forward-thinking Operations and Undergraduate Coordinator to support departmental operations, undergraduate academic administration, and the continued development of our digital administrative infrastructure. This is a unique opportunity for an individual who enjoys combining administrative coordination with digital systems development, workflow automation, process improvement, and operational problem-solving. The successful candidate will play a key role in modernizing departmental workflows through Microsoft 365 technologies while supporting the delivery of undergraduate programs and day-to-day departmental operations. Working closely with the Administrative Officer, faculty, staff, and students, the Operations and Undergraduate Coordinator will serve as a central resource for academic administration, digital systems coordination, facilities access management, and operational process improvement.

Requirements

• Undergraduate degree in business administration, information management, organizational operations, digital business systems, public administration, or a related field, or an equivalent combination of education and experience.
• Minimum three years of progressively responsible experience in administrative operations, digital systems coordination, information management, workflow automation, or business process support.
• Demonstrated experience working with Microsoft 365 applications, including SharePoint, Teams, OneDrive, Forms, and related collaboration tools.
• Experience developing, supporting, or administering digital workflows, automated processes, or information management systems.
• Strong analytical, organizational, and problem-solving skills.
• Excellent written and verbal communication skills.
• Demonstrated ability to learn new technologies and adapt to evolving digital environments.

Nice To Haves

• Experience with SharePoint site administration, information architecture, permissions management, and document governance.
• Experience with Microsoft Power Platform tools, including Power Automate, Power BI, or Power Apps.
• Experience designing workflow automation and business process improvement solutions.
• Experience with operational reporting, dashboards, analytics, or performance metrics.
• Experience working in a university, research-intensive, or similarly complex institutional environment.
• Familiarity with AI-enabled productivity tools such as Microsoft Copilot.
• Microsoft 365, SharePoint, Power Platform, or related technical certifications would be considered an asset.

Responsibilities

• Administering and maintaining departmental SharePoint environments and Microsoft 365 systems.
• Designing and supporting automated workflows using tools such as Microsoft Forms, Power Automate, SharePoint Lists, and related Microsoft 365 applications.
• Developing and maintaining digital processes that improve efficiency, reduce manual work, and enhance service delivery.
• Supporting information governance, document management, permissions structures, and digital record organization.
• Developing dashboards, reports, and operational analytics to support departmental decision-making and continuous improvement.
• Providing technical guidance and training to faculty and staff regarding Microsoft 365 tools and digital workflows.
• Evaluating existing business processes and identifying opportunities for workflow automation and operational modernization.
• Supporting adoption of emerging digital tools, including AI-enabled productivity platforms and workflow technologies.
• Coordinate undergraduate academic administrative processes, including course evaluations, grade submissions, deferred and supplemental privileges, awards administration, and academic documentation.
• Serve as a primary resource for undergraduate administrative inquiries from students and faculty.
• Coordinate course and laboratory manual preparation and distribution.
• Support departmental communications and student-facing administrative processes.
• Maintain accurate records and ensure compliance with university policies and deadlines.
• Administer departmental access control systems, key management, and room access permissions.
• Coordinate office, laboratory, and shared-space assignments.
• Support departmental health and safety activities and committee operations.
• Liaise with campus partners including IT Services, Physical Resources, Campus Safety Office, and Environmental Health and Safety.
• Support operational planning and continuity across departmental administrative functions.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree