Administrative Coordinator, Cpa

3 weeks ago

Hamilton, Canada Mohawk College Full time

**Administrative Coordinator, CPA (Special Project: March 2023 - April 2025)** Status**:Special Project (March 2023 - April 2025)

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

**Home Campus**: IAHS

**Payband**: 8

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

**Posting Date**: February 17th, 2023

**Closing Date**: February 24th, 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, Centre for Professional Advancement**

Works closely with and reports to the Associate Dean, Centre for Professional Advancement as well as with the Program Manager, CPA. The main responsibilities of the incumbent include financial duties, administrative duties, project coordination activities, and human resource activities.

**Responsibilities**:
The duties of this position include, but are not limited to:
**Manages specified financial aspects of projects, contracts and accounts within the CPA**
- ** **Maintains, updates, tracks and reconciles all project budgets and coordinates overall operating budget for the Centre for Professional Advancement.
- Collect, summarize and prepare data, information and supporting documents for internal, external audits and Grant reports.
- 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 Project Mangers 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.
- Prepares various reports and tracking documents including the CPA financial trackers.
- Work with project stakeholders, including Program Manager, faculty members and external partners, to identify research funding opportunities.
- Organize and arrange for Associate Dean, CPA and Program Manager, CPA Travel and tracking of expenses for expense claims.
- Reconcile Department Purchase Card account for both Associate Dean, CPA and Program Manager, CPA.
- Prepares all quotes, rental agreements, insurance requirements, invoicing & reconciliation reports for research and space rentals at the IAHS campus for activities falling under the direction of the CPA.

**Project 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 Associate Dean and 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 to AD and Program Manager, CPA. Pre-prepare documents needed before activity commences.

**Execute the documentation for grant, government funded and fee for service initiatives**
- ** **Prepares standard reports for private and government funders and college administration and special reports as required.
- Collaborates with the AD and Program Manager in preparing standard reports for private and government donors of funds, 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 and required Partner reports for Grants/Contract reporting.

**Provide Project Team Support**
- ** **Assist Project Managers with SOWs preparations and supply recommendations when required in regards to client details, payment terms and dates.
- Collaborates with AD and Program Manager to execute invoices to Partners (sponsorships and rentals) in regards to special events, conferences and workshops.

**Communications Activities**
- Construct and preserve the Internal System Operating Procedures & Processes for use by all CPA staff.
- Maintain effective communications throughout project lifecycle with external users and partners of innovation centre and Simulation centre.
- Liaise between industry/community/government agencies’ partners, CPA, School of Health & Community Services and Mohawk College public affairs related to opportunities, successes and recognition.

**Human Resource Activities**
- Collaborates with AD and Program Manager for issues ar

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