Coordinator of Administrative Services

1 week ago

Mistissini, Quebec, Canada Cree School Board Full time

INTERNAL AND EXTERNAL POSTING
Priority shall be given to qualified Cree beneficiaries

LOCATION OF WORK:

Administrative Office - Mistissini

SUMMARY DESCRIPTION:


The Coordinator of Administrative Services coordinates, distributes, and oversees the work activities of the Executive Support Services team of the Executive Offices.

This position acts as a liaison between team members and executives and is in place with the end goal of offering consistent, high-quality, and balanced support and administrative services to the Executive Offices of the Cree School Board (CSB).


Reporting to the Director General, the Coordinator of Administrative Services establishes the strategy, service delivery standards, workflow processes and supervises the Executive Support Services Team, while working directly with the Offices of the Director General, Secretary General, and Chair.

The Coordinator of Administrative Services works closely with other departments within CSB to ensure proper coordination, submission, and completion of support services involving the Executive Offices.


The Coordinator of Administrative Services leads by example, fosters a spirit of teamwork, engages employees, and facilitates a workplace culture in keeping with the CSB organizational values.


PRIMARY RESPONSIBILITIES:

_Departmental Responsibilities_

  • Collaborate with the Director General in the development and execution of the departmental strategic initiatives and annual action plan for the Office of the Director General in support of the CSB Strategic Action Plan.
  • Support the Director General in the development and monitoring of objectives, policies, and programs for the Office of the Director General, identify opportunities for adjustment, as required.
  • Contribute to the preparation of the departmental budget and monitor budget of select operations / projects. Including validation of payments to suppliers / travel claims.
  • Participate in the development and implementation of departmental initiatives, processes, internal procedures, and policies, and ensure monitoring, as well as compliance in line with key performance measures.
  • Implement and maintain uptodate efficient and effective systems, databases/ files and administrative standards that respond to the needs of the department while supporting the overall organization and ensuring alignment with legal and governance requirements.
  • Coordinate and/or prepare and analyze select reports and circulate, as appropriate.
  • Establish and maintain effective communications and relations within his/her department, across the CSB, and with external stakeholders.
  • Provide pertinent information to and respond to queries from internal and external stakeholders, as required.

_Role-Specific Responsibilities_

Functional Responsibilities:

  • Develop and implement a clear strategy for the Executive Support Services team, including developing service terms and performance standards.
  • Promote a team culture of collaboration, continuous improvement, and service.
  • Coordinate and monitor the work of the team, including adapting to changes in priorities and workloads while ensuring highquality, consistent support to the Executive Offices.
  • Create "portfolios" to facilitate assigning work and building relationships outside of the Executive Support Services teams. Portfolios can be specialty by process (e.g., travel, accounts payable, etc.) or by internal client (e.g., by Office or Executive Administrative Officer).
  • Coordinate key administrative files for Executive Offices
  • Lead the development and implementation of ongoing process and tool improvements.
  • Build strong relationships and networks across the Executive Offices and the organization, including promoting the shared services model and creating channels for improved communication and feedback.
  • Oversee external vendors and suppliers, including development of Service Agreements and contracts, and monitoring budgets, as per the CSB Policy and Procedures on Awarding of Contracts.
  • Manage Executive Support Services departmental budget, including approval of purchases and payments.
  • Assist colleagues and staff with CSB processes, governance, systems, and software.
  • Pursue own professional development in order to enhance personal and organizational capacity, as well as to meet the changing needs of the organization.
  • Other duties as assigned.

Supervisory Responsibilities and delegated authority as per By-Law #7, Sec. 36-37

  • Plan and allocate staffing resources.
  • Determine staffing plan according to budget, including determining job duties.
  • Select or participate in selecting staff.
  • Provide coaching, leadership, motivation, and guidance to staff, including goal setting, feedback, and performance development planning.
  • Establish work priorities and resource requirements for the department.
  • Supervise employees under his/ her direct supervision.

REQUIRED EDUCATION AND QUALIFICATIONS:

**_Education

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