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Administrative Coordinator, Cdl-rockies- Haskayne
1 month ago
**Description**
The **Haskayne School of Business** is currently seeking a Full-time Limited Term **Administrative Coordinator, CDL-Rockies **for approximately 12 months.
This Full-time Fixed Term position for approximately 12 months (based on the length of grant funding), with the possibility of extension. This position normally works Monday to Friday, 8:30 A.M. to 4:30 P.M, 7 hours per day (35 hours per week), although extended or alternative hours (evenings and weekends) will be required based on the needs of the CDL team.
Based out of the Haskayne School of Business, the Creative Destruction Lab - Rockies (CDL-Rockies) is a not-for-profit organization that operates three mentorship-based programs, Nurture, CDL and Haskayne ScaleUp, designed to help deep-science and -technology ventures at different stages, accelerate their speed of commercialization. Housed within the Haskayne School of Business, CDL-Rockies attracts some of the world's top innovators, investors, partners and business leaders through its programs.
CDL-Rockies is based on the original CDL model, which was developed at the Rotman School of Management at the University of Toronto in Globally, the CDL network includes sites located in top business and management schools across the globe with five sites in Canada; two in the United States; three in Europe; and one in Australia.
This position is part of the AUPE Collective Bargaining Unit. Due to the nature of the work, this position may experience occasional irregular workweeks, which will require the ability to be flexible in order to accommodate special events that could occur outside the regular workday.
**Summary of Key Responsibilities** (job functions include but are not limited to):
- Administer and manage the submission of purchase orders requisitions, requisition invoices update invoice logs, requisition journal entries
- Aids in developing new processes that enable budget and financial tracking, reconciliation, and reporting
- Support funding reporting for all CDL-Rockies programs receiving government, private or corporate funding
- Aids in the contract and invoice management of all government, private or corporate funding partners in collaboration with Haskayne
- Under the direction of the Site Lead, administers the onboarding and off-boarding of team members including opening and closing of accounts with CDL; coordination with facilities, IT, and other University agencies
- Responsible for completing all expense reconciliation, travel arrangements on behalf of CDL Directors or equivalent positions
- Handle all aspects of ScaleUp participation fee billing
- Manage common inboxes
- Acts as the main POC contact with the facilitie's team on behalf of the Site Lead
- Inventory management of all merchandise and equipment including recommending purchases and completing orders once authorized by the Director of Stakeholder Engagement
- Responsible for completing routine supply orders, invoices and contracts and managing all shipping/receiving. This involves coordination with various university teams including finance and supply chain
- Maintains an effective communications, filing and records system, ensuring up to date contact information on all stakeholders as needed
- Prioritizes work, meets deadlines, maintains accuracy and uses creativity and innovation to ensure success in meeting the goals and objectives of CDL-Rockies
- Manages own time effectively and ensures that the Site Lead is kept informed of activities and progress of work
- Completes logistic work leading up to CDL-Rockies program events, including sessions and intensives: ensuring that room bookings (including classrooms), AV, and catering are set according to event requirements and equivalent tasks for virtual events. This involves coordination with various Haskayne teams, including events and facilities
- Complete expense reporting for all event, merchandise, and operations-related reconciliations, and manage all relationships with vendors
- Assist in the process of creating name tents, name badges, badges, directional signage, meeting supplies (ie: binders) and printing materials for CDL-Rockies program events
- Responsible for securing hotel/airline/transport arrangements for all applicable guests or attending groups for sessions such as out-of-town MBAs
- Assists in the setup of virtual events
- Assists with in-person session execution by filling a variety of roles including greeting, ushering, slack entries, etc. and acts in similar roles for virtual sessions
- Establishes and maintains effective, productive relationships with staff, peers, senior management, the community in general and CDL Global
- Represents CDL-Rockies in a professional manner at internal and external event
- Greet all visitors at the Rockies Suite while in the office
**Qualifications / Requirements**:
- Undergraduate degree or equivalent combination of skills and experience
- A minimum of 4 years of progressive administrative experien
