Project and Administrative Coordinator

2 weeks ago

Hamilton, Canada Mohawk College Full time

**Project and Administrative Coordinator (Special Project: Feb. 2023 - April 2025)** Status**:Special Project: February 2023 - April 2025

**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 13th, 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

**Project & Administrative Coordinator**

Reporting to the Associate Dean, Centre for Professional Advancement, the main responsibilities of the incumbent include the following: financial duties, project coordination activities, communications activities, and human resources activities.

**Responsibilities**:
The duties of this position include, but are not limited to:
**Financial Activities**
- ** **Collect, summarize and prepare data, information and supporting documents for internal, external audits and Grant reports.
- Monitor all Purchase Orders/Shipping & Receiving and vendor invoicing. Negotiate pricing and follow up with Vendors when required.
- Expedited purchase orders by identifying and resolving vendor or shipment problems as well as review and approve purchase orders requested by other office staff under $5k.
- Ongoing communication with Associate Dean and Program Manager in respect to timelines i.e. invoicing/staff departmental timesheets/ Contracts/ Proposals, etc.
- Weekly monitoring of invoicing, execute quick turnaround time with any overdue accounts from Partners which requires keeping a good rapport with them and their team.
- Acting on behalf of the Associate Dean and Program Manager, Centre for Professional Advancement to resolve routine issues that may arise in their absence
- Project documentation creation/collection/preservation/ensure complete -advice (if not met) to Manager

**Project Coordination Activities**
- ** **Execute contract development in collaboration with Associate Dean & Program Manager, Centre for Professional Advancement 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. Pre-prepare documents needed before activity commences.
- Construct/implement usage and maintain the Master tracking spreadsheets for all projects
- Execute the documentation for cash or in-kind contributions from Partners
- Prepares standard reports for private and government funds and college administration and special reports as required
- Collaborates with the Associate Dean and Program Manager in preparing standard reports for private and government funding (monthly; quarterly; annual fiscal; anniversary; 18 -36 - 60 month progress reports - partner progress reports, -partner in-kind and cash verification reports; and others as contracts specify) and college administration and special reports as required as well as compiles records for future audits.
- Submits required reporting for grants to provincial/ federal agencies as well as other Partners.
- Conduct regular communications with external Partners in regards to invoicing, equipment and software donations, and, required Partner reports for Grants/Contract reporting.
- Develop/maintain a Master due date calendar and slice out the financial calendar for both internal use and continued updating as new Grants/Contracts come on a continual basis to be shared by all Managers in the School of Health & Community Services.

**Human Resources Activities**
- Collaborates with Associate Dean and Program Manager for issues arising for all employees (sick time, vacation, lieu, payroll issues, and accident reporting)
- Provide assistance to new hires (from students to Project Managers) in regards to Operations of departmental procedures
- Monitoring Staff and Coop student work schedules to match funding (grants, contracts (SOW - statement of work). Ensuring no double accounting.
- Point of contact for HR issues, timesheets, other queries.
- Preparing SAF or monthly salary transfers to match both grant and contract claims/invoices
- Works with students, faculty, and staff to provide guidance/support when required.
- Prepares and processes all employment contracts for Centre for Professional Advancement
- Participate in new hire interviews, provide feedback to Managers.

**Communications Activities**
- ** **Promote new policies/processes required in Centre for Professional Advancement. Report oversights/absences in department operations/practices for

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