Administrative Coordinator
2 months ago
**Administrative Coordinator - Institutional Planning and Assessment**:
**Primary Purpose**: The Administrative Coordinator provides confidential and high-level administrative support to initiatives led and supported by the Office of Institutional Planning and Assessment (IPA). A large focus of the role is providing administrative support to the Provost’s Budget Committee and Budget Committee Support Group, Allocating Support Centre Resources Committee, and the Fee Review Committee. The Administrative Coordinator provides general administrative support to IPA’s priorities and projects and to the analytical staff within the unit. The position is the first point of contact for IPA and deals with a broad spectrum of queries.
**Nature of Work**: The Administrative Coordinator reports to the Executive Administrative Director and receives day to day direction from the Executive Assistant, and the Senior Director, Resource Allocation and Planning and the Senior Director, Assessment and Analytics, in support of the Provost and Vice-President Academic, and the Deputy Provost.
The position is a key contact and resource in a team-orientated, high-volume unit with multiple and competing demands and deadlines. This position requires the ability to work under pressure with mínimal supervision in a fast-paced environment where there is continuous change, shifting priorities and frequent interruptions. Dealing with competing deadlines and multi-tasking is the norm. Must be able to plan workflow to handle deadlines, peak periods and unexpected situations. Difficult or unusual issues, problems or situations will be discussed with or referred to the Executive Assistant and/or the Senior Directors to determine appropriate solutions. Attention to detail and accuracy is a must as impact of error is high. Considerable discretion and diplomacy are essential as the position is privy to complex, sensitive, highly confidential information.
A high degree of professionalism is required to support collegial decision making, to maintain positive and effective working relationships with university governing bodies and administrative offices, and in support of senior leaders of the university. The work is fast-paced and cyclical, requiring expert understanding and management of university business, decision processes and committee workflows.
**Typical Duties or Accountabilities**:
- Responsible for supporting the Provost’s Budget Committee, Budget Committee Support Group, Allocating Support Centre Resources Committee, Fee Review Committee, and any additional committees as assigned.
- Ensures appropriate information and materials are provided to committees; maintains meeting schedules, meeting records, decision records and record-keeping systems; drafts correspondence and reports, tracks decisions, action items and outcomes, and communicates results; and supports proponents and the development of requests for decision as needed.
- Periodically reviews supporting processes and systems for effectiveness and identifies opportunities for improvement. Background research, briefing notes and other materials are prepared as needed for IPA, the Provost, the Deputy Provost, and the supported committees.
- Establishes and maintains positive and productive working relationships on behalf of IPA to support the coordination of work and regular liaison with the Committee Secretaries of the Board of Governors, colleges and schools, and other senior administrative units of the university. Effectively represents the Provost, the Deputy Provost, and IPA in all contacts initiated on their behalf. Exercises a high level of independent good judgment.
- Provides effective administrative support and coordination to assist initiatives led by Institutional Planning and Assessment including scheduling meetings and preparing and distributing materials and associated logistics.
- Provides administrative support and coordination to the Academic and Unit review processes.
- Provides support for IPA managed funds including financial reconciliation and processing journal vouchers.
- Ensure effective administrative support to the IPA analytical staff by assisting with larger and complex meetings and events.
- Provides support in coordinating and preparing logistics for large meetings and events.
- Performs general administrative support including, but not limited to photocopying, printing, filing, ordering supplies, maintaining equipment, making travel arrangements, processing invoices and claims for reimbursement.
- Promptly resolves issues as they arise referring more complicated matters requiring the attention of the Executive Assistant. Issues raised are supported or resolved as directed.
- Ensures compliance with established policies, protocols, decision making processes, and best practices.
- Exercises sound judgment, confidentiality, and discretion.
- Contributes to a healthy, fun, respectful, collegial, and productive working and learning environment wi
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