Administrative Coordinator
6 days ago
Administrative Coordinator
About Queen's University
Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
Come work with us
Job Summary
The mandate of Campus Security and Emergency Services (CSES) is to promote a safe and welcoming environment that recognizes and is respectful of the diverse nature of the Queen's University Community.
Reporting to the Director of Campus Security and Emergency Services (Director), the Administrative Coordinator contributes to the smooth and efficient operation of CSES and must function with a high level of accuracy, demonstrating strong judgment and efficiency as this position significantly impacts the overall effectiveness and reputation of CSES. Committed to equity, diversity and inclusion, the Administrative Coordinator must be client-focussed and confident working in a high profile work environment where there is regular exposure to sensitive and confidential information.
The Administrative Coordinator provides a broad range of support for the CSES office including serving as a key public relations ambassador by virtue of their role as the first point of contact for the office, participating in campus community events as a representative of CSES, and supporting the flow of communications and dissemination of information across campus. The Administrative Coordinator is responsible for providing organizational, administrative and clerical support to the Director of CSES, and to other management employees of the department as required including; assisting in budget preparation and allocation, drafting communications that are often sensitive and confidential in nature, performing financial and accounting duties, purchasing equipment and supplies, coordinating and scheduling meetings, taking minutes, and assisting with the coordination and implementation of special projects.
**Job Description**:
**KEY RESPONSIBILITIES**:
Administration
Provides administrative support to the Director, CSES and other management within the department, including but not limited to; maintaining busy and complex calendars, coordinating and scheduling meetings, preparing associated background information, agendas, minutes and meeting files, screening phone calls, responding to inquiries, initiating and drafting often sensitive and confidential correspondence, preparing routine announcements and distributing as directed, and assists in the preparation of reports, including the Annual Report for CSES.
- Processes, screens, and directs all of the incoming and outgoing mail on behalf CSES.
- Prepares the Director, CSES for meetings, conferences, appointments and special events by researching and compiling documentation and files from a variety of sources in a timely manner.
- Maintains an effective system to bring forward necessary documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination and ensures that the Director, CSES is properly prepared and briefed for meetings, verifying any necessary follow-up is completed.
- Assists in drafting and monitors the annual departmental budget through a process of information gathering, consultation and analysis. Produces reports regarding budgetary plans, payroll and general accounting.
- Prepares and submits all financial transactions including; timekeeping for payroll, membership renewals, and fees for all CSES staff, etc.
- Prepares journal entries and accounts receivable invoices related to the department, ensuring adherence to the university’s financial policies and procedures. Prepares and processes travel arrangements and reimbursement on behalf of the Director, CSES.
- Responsible to track invoices for payment from external security contracts from Police, Contract Security, and recovery of costs from ancillary Queen’s Departments (Parking, Student Life Centre, Donald Gordon Centre, Residences, and Community Housing, etc.).
- Liaises with the Human Resources Department on matters related to employee administration, timekeeping, etc.
- Creates and maintains a manual and electronic filing system for the office, utilizing and refining computer databases and/or filing systems in order to maintain accurate and organized data.
- Responsible for ordering equipment, clothing, and ensuring that purchases are within budget.
- Communicates with the university insurance office as the departmental vehicle administrator overseeing additional/deletion of drivers and vehicles for the auto fleet policy. Responsible for completion of New Drive Profile and Vehicle Acquisition Forms including annual confirmation of drivers and vehicle lists for renewal purposes. Oversees licensing req
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