Operations Coordinator

Location: London, Ontario

Position Type: Full-time, 3-year Ivey Business School Foundation renewable contract.

Hiring Range: $53,679 - $63,157

Application Deadline: Sunday, April 27, 2025, at 11:59PM.

About Ivey Business School:

Ivey Business School acknowledges and respects the traditional lands of the Anishinaabek, Haudenosaunee, Lunaapéewak, and Attawandaron peoples, where Western University and Ivey Business School are located. This land continues to be home to diverse Indigenous peoples, whom we recognize as contemporary stewards of the land and vital contributors of the community.

Ivey Business School (www.ivey.ca) at Western University (www.uwo.ca) is Canada’s leading provider of real-world, case-based business education. Drawing on extensive research and business experience, Ivey’s faculty provides the best classroom experience, equipping students with the knowledge, skills, and capabilities they need to confidently take on today’s leadership challenges and opportunities through Case-Method Learning. Ivey offers undergraduate and graduate degree programs, as well as Executive Education at campuses in London, Toronto, and Hong Kong.

The Ivey Academy is Canada's top-ranked executive education institute. Operating at campuses in London Ontario, Toronto, and Hong Kong, we deliver a full range of future-oriented, practical learning experiences for teams and individuals globally. We work with organizations across all sectors to develop executives, build leadership capacity, and drive impactful change on critical issues in business. Our growing team welcomes driven, collaborative individuals from diverse backgrounds who are eager to help lead the future of management education. Apply now to join The Ivey Academy team and become a vital part of Canada's leading business school.

Position Overview:

The Operations Coordinator plays a critical role in ensuring the smooth administration of contracts, invoicing, program applications and operational documentation. Reporting to the Director, Ivey Academy Operations, this role requires a detail-oriented professional with strong organizational skills, accuracy in data management, and a process-driven mindset.

This position is responsible for coordinating application processing, maintaining CRM data integrity, managing contract execution, and overseeing the invoicing process to ensure accuracy and compliance with policies. Through proactive follow-ups and attention to detail, the Operations Coordinator ensures that deadlines are met and records are maintained efficiently.

The ideal candidate is adaptable to shifting priorities and enjoys working with data and administrative processes. They are highly organized, able to manage multiple tasks simultaneously, and can collaborate effectively with both internal teams and external stakeholders.          

Responsibilities:

1. Contract & Finance Administration 

• Draft, track, and manage faculty, coaching, and vendor contracts, ensuring accuracy before submission for approval.
• Support contract execution, distributing documents for signatures and maintaining proper storage.
• Work directly with faculty, coaches, and subcontractors to manage the contract and invoicing process, ensuring compliance with policies and deadlines.
• Track and follow up on outstanding invoices, proactively reminding faculty, coaches, and subcontractors of submission deadlines and resolving discrepancies before approval.
• Verify invoice accuracy, ensuring all expenses align with established guidelines and contracts.
• Maintain a detailed tracking system for contracts and invoices to ensure timely processing and approvals.
• Analyze discrepancies between contracts and submitted invoices, determine root causes, and resolve or escalate issues by coordinating with faculty and internal stakeholders.
• Track and manage deferred revenue, ensuring timely follow-ups, accurate reconciliation, and updates to Finance.
• Prepare and consolidate approved invoices for Finance to facilitate payment processing.

2. Program Application Processing & Data Management

• Process and track all program applications and reserved seats, ensuring timely and accurate data entry.
• Maintain CRM data integrity by managing duplicate contacts/accounts/leads, updating lead status, and ensuring program applications and reservations are accurately reflected in Salesforce.
• Manage discount codes and referrals, updating records in FormAssembly as required.
• Efficiently process all incoming leads and tentative reservation requests, importing and verifying custom program participant lists while ensuring accuracy across all records.
• Identify and address recurring issues in application workflows or CRM records, using reports and audits to recommend improvements or escalate systemic problems to IT or leadership.
• Maintain an up-to-date faculty scheduling overview to support efficient program scheduling and coordination.
• Ensure compliance with audit requirements by maintaining complete and organized documentation.

3. Operations & Administrative Support 

• Lead the design and implementation of new processes to improve financial tracking, contract execution (e.g., digital signing tools), and CRM data cleanliness, including the development of monthly data maintenance protocols.
• Provide administrative support related to scheduling, tracking, and record-keeping.
• Troubleshoot administrative or financial processing issues.
• Collaborate with cross-functional teams to enhance efficiency in program execution.
• Respond to inquiries regarding contracts, invoices, and financial tracking

Qualifications: 

Education and Experience: 

• Undergraduate degree or 2-year diploma from a recognized community college.
• 2 - 4 years of experience in financial coordination, contract administration, or operational support.
• Experience working in an academic, corporate training, or professional services environment preferred.

Skills and Abilities: 

• Possess a keen attention to detail and a strong orientation to process and detail management.
• High attention to detail with a focus on accuracy in data management and contract tracking.
• Ability to nurture meaningful relationships and coordinate with multiple stakeholders and follow up on outstanding documentation.
• Proficient in Microsoft Office suite of products, including Excel. Familiarity with Salesforce, FormAssembly, and Adobe Sign is an asset.
• Strong organizational and time management skills with the ability to handle multiple priorities and organize own work to meet demanding deadlines.
• Able to prioritize tasks effectively, with a focus on maximizing potential revenue opportunities
• Excellent written and verbal communication skills, with the ability to tailor messaging for diverse audiences (e.g., faculty, finance, program directors) and communicate complex information clearly and diplomatically.

What We Offer:

• Flexible or hybrid work plans for many roles
• 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.

Equity, Diversity, and Inclusion at Ivey

Ivey Business School is committed to Equity, Diversity, and Inclusion. Please explore Ivey’s EDI homepage for more information on Ivey's commitment to EDI, to read about Ivey’s progress in the EDI Update, and to meet Ivey’s EDI Advisory Council members.

Ivey Business School invites applications from all qualified individuals. Ivey is committed to employment equity and diversity in the workplace, and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodation
Prior to the next step in the recruiting process, we welcome you to inform us confidentially if you may require any accommodations in order to participate fully in our recruitment experience. Please contact us at careers@ivey.ca to notify us of any needs related to completing the job application, and/or throughout the recruitment process.

Application:

If you're excited about joining Canada's leading business school and meet the qualifications, please submit your resume and cover letter via the Ivey Careers page by the application deadline.

Ivey Business School Foundation:

Ivey Business School Foundation employees receive benefits exclusive to The Foundation, separate from Western University.

*Please note only selected candidates will be contacted.


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