Administrative Coordinator

2 weeks ago

Hamilton, Canada Mohawk College Full time

**Administrative Coordinator** Status**:Full Time

**Hours**: Monday - Friday, 35 hours/week

**Home Campus**: IAHS

**Payband**: 8

**Rate of Pay**:$62,160 - $77,699

**Posting Date**:February 7th, 2023

**Closing Date**: February 10th, 2023 at 7:00 pm EST

We support and encourage the contributions of our diverse employees. We are committed to nurturing an equitable, diverse and inclusive (EDI) environment for everyone who learns and works at Mohawk College. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community.

Mohawk College is currently recruiting for our next

**Administrative Coordinator**

Reporting to the Director, Administration for the Centre for Integrated and Advanced Medical Imaging (CIAMI), the Administrative Coordinator is responsible for the coordination of various administrative activity within the Centre. The incumbent will complete intake coordination and progression, identify and mitigate legal/financial risk, route and complete confidential non-disclosure agreements and negotiation of MOU’s. The incumbent will identify assets/resources needed to complete activity within the facility and will coordinate all aspects for HR requirements. HR requirements include identifying shifts/HR needs, tracking staff hours, preparing and processing employment contracts, job postings, assisting new hires, participating in hiring and providing feedback on performance to the Director.

The incumbent will be responsible for communications/marketing activities including fostering of relationships, updating and creation of all media platforms and documentation, and ensuring effective communications with partners, user groups, government ministries and external stakeholders. In addition, the Administrative Coordinator will be responsible for forecasting and tracking differentiated revenue and expense allocation, scheduling, reporting, complex costing, invoice requisitions, purchase order creation and budget management for any special funding initiatives.

**Responsibilities**:
The duties of this position include, but are not limited to:
**Activity Coordination and Scheduling Activities**
- ** **User group activity progression tracking, risk assessment and mitigation, coordination of team, responsibility for MOU’s, non-disclosure agreements and other contracts.
- Execute contract development in collaboration with Director, Administration and Mohawk College legal department
- Thoroughly investigate and review all grants, funding letters, partner agreements, contracts, partner policy and extract necessary requirements and report findings to Director, Administration. Pre-prepare documents needed before activity commences.
- Prepares standard reports as required
- Completes progress reports - partner progress reports, -partner in-kind and cash verification reports; and others as contracts specify
- Completes and submits required reporting for grants/special funding to provincial/ federal agencies as well as other Partners.
- Conduct regular communications with external Partners in regards to invoicing, equipment and software, and agreements.
- Develop/maintain a Master Calendar for all activity within the Centre.
- Coordinate all activity within the Centre and provide each user group with a final schedule and financial projection based on hours and resource requirements
- Coordinate and purchase all supplies required for activity within the Centre
- Responsible for the intake of all activity within the Centre ensuring that legal and financial obligations are discussed and adhered to.
- Ensures facility is set-up for all activity with supplies and resources as required
- Communicates with internal stakeholders to ensure that activity within Centre aligns with the College and University building and health and safety policies
- Organizes access for approved users
- Evaluates demand for activity per user group and makes projections for future FF&E, HR requirements and costs
- Plans, compiles and analyzes data for varied audiences
- Leads inventory management tracking.
- Self-directing leadership role when needed in all Key duty Areas

**Financial Management**
- ** **Manages specified financial aspects of CIAMI activity, projects and contracts including invoicing, expense allocation, transfers, monitoring of budget, activity costing including activity/user group reports
- Under the direction of the Director, Administration supports the development of the department's annual operating budget
- Monitors and tracks the operating budget and advises Director, Administration of any identified risks or distribution of funds according to the Mohawk McMaster Operating Agreement
- Collect, summarize and prepare data, information and supporting documents for internal, external audits and various reporting requirem

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