Operations Coordinator

Ivey Business School acknowledges and respects the traditional lands of the Anishinaabek, Haudenosaunee, Lūnaapéewak, 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:

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.
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.
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