Co-op Process Administrator

Department: Experiential Learning
Position covered by the Collective Agreement with USW Local 4120

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant. 
Career Opportunities (sapsf.com)

General Purpose

At the University of Guelph, our students benefit greatly from engaging directly in industries and communities where they can apply their learning in real-world contexts, develop essential employability skills, and gain a deeper understanding of the complex issues faced by employers and community organizations today.

The Experiential Learning Hub collaborates with industry and community partners to provide experiential learning opportunities that enable students to apply and advance their learning in real-world contexts. The Co-operative Education program formally integrates a student’s academic studies with periods of full-time work experience.  Over 6,000 co-op students participate in over 65 co-op majors at the University of Guelph. Respectively, 700-1950 co-op students are employed each fall, winter and summer semester, representing millions of dollars in earned wages each year. 

Reporting to the Manager, Co-operative Education Operations, the Co-op Process Administrator plays a key role in the co-op student lifecycle, from admission through to certification. This position serves as a primary point of contact for both prospective and current co-op students, overseeing critical processes such as admissions, transfers, withdrawals, sequence revisions, and certification.

Duties and Responsibilities

• Manage student enrolment activity, including transfer requests, Work & Academic Sequence Agreement revisions, withdrawals, eligibility to continue, work term course grades, and co-op certification.
• Administer the co-op in-course admission process, determining space based on attrition calculations, student eligibility, and processing and communicating outcomes.
• Work with over 50 Co-op Faculty Advisors, advising on co-op policies and procedures to ensure Work Term Reports are submitted and graded.
• Coordinate submission and processing of work performance and report evaluations, ensuring accurate transcript entries.
• Communicate and monitor the co-op work permit process for international co-op students.
• Ensure students are registered for applicable co-op courses, fees are correctly applied,  and work term processes adhere to policy requirements.
• Facilitate the co-op accommodation and appeal process by gathering relevant documentation, coordinating review meetings, tracking outcomes, and communicating decisions to students and stakeholders.
• Ensure Experience Guelph records are current and reflect accurate enrollment and academic status.
• Analyze student records to determine eligibility for co-op certification.
• Perform data analysis and prepare statistical reports for internal and external stakeholders.

Requirements

• A two (2) year Community College Diploma in a related program
• Two to three (2-3) years experience in higher education, co-operative education, career services or a related field. An equivalent combination of relevant education and experience may be considered.
• Strong attention to detail and a high degree of accuracy in managing complex tasks and student records.
• Excellent written and verbal communication skills, with the ability to interact professionally and diplomatically with students, faculty, and staff.
• Strong interpersonal skills, with the ability to exercise sound judgment, tact, and discretion.
• Ability to advise and support students in challenging situations, including communicating co-op policies, handling appeals processes, and resolving conflicts with professionalism and empathy.
• Familiarity with university structures, academic programs, policies, and calendars, enabling effective coordination of institutional processes and collaboration with departments such as Registrarial Services, Student Financial Services, Student Accessibility Services, and Academic Advising.
• Ability to coordinate complex administrative processes, including admissions, course registration, certification, and appeals; must be able to manage multiple tasks across academic terms, ensure compliance with institutional policies, and maintain accurate student records using systems.Proven organizational and time management skills, with the ability to manage high volumes of work and prioritize effectively in a fast-paced environment.
• Proficiency in data tracking and reporting, including the ability to extract, analyze, and present statistical data using tools and systems, and produce reports for internal and external stakeholders to support decision-making and program evaluation.
• Strong proficiency with Microsoft Office software, particularly Excel, Word, Outlook, Teams, and Adobe Acrobat. 
• Operational knowledge and understanding of Orbis (Experience Guelph), Colleague and WebAdvisor would be considered an asset.

Employee Type: Regular 
Position Number: 10114038 
Classification: USW, Local 4120 Salary: Band 4  
USW Local 4120 Wage Grid

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 10/01/2025  
Closing Date: 10/08/2025