Administrative Coordinator

1 week ago

Etobicoke, Canada Humber Full time

**Administrative Coordinator - FT Admin (Contract)**
- (28768)

**Find Your Spot at Humber**

At Humber, our career paths open up a world of infinite possibilities for you to explore. People are at the heart of the Humber experience. Here, every day we work shoulder to shoulder to deliver excellence, and in doing so, we redefine what it means to be a leader in polytechnic education. Humber employees are a diverse group of committed, caring and fun-loving people.

We take finding and growing the right talent very seriously. We strive to find and nurture extraordinary employees who bring their best each day.

If you are interested in working in higher education and are looking to contribute to the largest polytechnic College in Ontario, as we shape the future of our students and communities, here is your opportunity to join our team.

**Job Details**

**Position Tit**le**: Administrative Coordinator

**Status**: Full-time contract

**Hours**:37.5 hours

**Faculty/Department**: Research and Innovation

**Campus/Location**:North campus

**Sa**lary**: $51,647 - $64,559

**What you will do**:
Under the direction of the Resource Manager, the Administrative Coordinator supports the operations and project management team with day-to-day initiatives. The incumbent provides administrative support to Project Coordinators with grant operations for ongoing and new projects. This position is responsible for supporting the drafting, tracking, and monitoring of all project documents, agreements, and budgets. The Administrative Coordinator is responsible for coordinating all salary & non-salary project expenses; ensuring eligibility and recording transactions in an appropriate and timely fashion. The incumbent works closely with project leads and project teams to report on project health. The incumbent provides support and maintains documentation related to hiring of contract management and timesheet approvals. The incumbent supports the onboarding of new research assistants, including the completion of mandatory Human Resources training and completion of Participation Agreements.

In addition, the incumbent assists with on and off-campus events such as Open House, Showcase, and other Office of Research & Innovation events.

Key Duties:
1. Project Coordination
- Document tracking for Grant Applications and post-awarded projects.
- Complete preliminary project agreement drafts for awarded projects.
- Coordinate signatures for agreements with multiple stakeholders.
- Provide administrative project support, including tracking progress, monitoring timelines, and reporting on budgets and deliverables.
- Send Qualtrics surveys and gather project updates.
- Maintain a strong track of project and event metrics (such as #students, #partners, etc.)
- Follow the process flow for the grants, highlight to PMO if there is a variation.
- Coordinate with the Operations team project budget updates; distribute budget updates to Principal Investigators on a monthly basis.
- Assist in the full range of processes involved in the post-grant phase, which includes drafting agreements, budget tracking, purchasing, etc.
- Assist with prospect research on foundations and corporations to evaluate prospects for corporate and foundation grants.
- Act as a key resource and support in metrics collection/tracking/reporting of project deliverables

2. Coordinate Project Staff Hiring Processes and Record Keeping:
Support the hiring process for research assistant support positions. Duties include:

- Posting student positions in the Humber Student Career portal.
- Coordinating applicant packages for student research assistant positions posted on the Humber Student Careers portal.
- Preparing research assistant contracts; reviewed and approved by the Resource Manager.
- Monitoring steps of the student research assistant lifecycle.
- Assist in the logistics and follow-up for onboarding paperwork such as Participation Agreements, payroll, and systems access-related forms.
- Maintain a record of all new hire training certificates; following up as needed to ensure all research assistants have completed training.
- Manage and monitor contract renewals, extensions, etc.
- Assist the Resource Manager with the maintenance of tracking of contract project staff.
- The incumbent has access to all research assistant and project lead salary information.
- Maintain a record of all project-related staff contracts; archiving on an ongoing basis for audit purposes.

3. Timesheet Approvals:

- Approve timesheets for research assistants on a bi-weekly basis; ensure proof of Project Supervisor approval is documented for audit purposes.
- Prepare and submit a bi-weekly report to the Resource Manager of all approved timesheets.
- Liaise with HR on troubleshooting any timesheet issues; resolve issues in a timely manner.
- Escalate issues that may impact project staff pay to the Resource Manager.

4. Record keeping and administrative support:

- Prepare and upload documentation to res

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