Administrative Coordinator

5 months ago

Peterborough, Canada Trent University Full time

**Job Purpose**:
Reporting to the Director, Student Housing & Residence Life, the Administrative Coordinator provides complex and confidential human resource, administrative, communications, and operational support to the department and leadership teams. This position operates independently to ensure the effective and efficient operations of the office. The incumbent coordinates and supports several committees as part of the department’s commitment to student consultation and the associated legal obligations under the residential tenancies act.

**Key Activities**:
**Communications**
- Provide confidential administrative support to the Director and leadership team including managing correspondence, creating meeting agendas, background materials for meetings, reports, and taking meeting minutes. Exercise complete confidentiality when handling sensitive documents or files, including student, human resources, and financial information.
- Track time-sensitive documents, conducting follow up on behalf of the director. Monitors follow up with all distributions that require answers, responses, and written replies.
- Coordinate department committees and consultation groups, developing and managing workplans, communications, agendas and minutes, committee appointments, and coordinating all meetings and technology.
- Assemble and summarize data to structure reports on various key performance indicators identifying risks to the Director. Analyze data with the aid of Excel, Word, Colleague, and Access to assist in decision making.

**Human Resources**
- On behalf of supervisors, coordinate selection processes for all exempt, OPSEU, and student staff within the department. Manage all communications with applicants and selection committees, and scheduling processes. Support supervisors with administrative needs throughout selection processes.
- On behalf of supervisors, coordinate all department wide on-boarding, training, and development sessions for professional staff. This may include working closely with speakers, facilitators, and trainers to ensure that their needs are met. Maintain department staff training records.
- Manage pre-, on-, and off-boarding activities for new employees. This includes managing the first impressions of the department, initiating/closing employee accounts, and effectively communicating department administrative procedures to employees.
- Administer the annual department policy review and other requests (e.g., drivers’ authorization, confidentiality, policy review) alerting supervisors to any concerns or missing information.
- Manage the departmental staff information database and departmental staff listservs.
- Manage the department memberships in professional associations.
- Develop and maintain resources for supervisors of student employees (e.g., FAQs, celebration guides, etc.).
- Work with supervisors to update all student job descriptions and support the annual hiring of 100+ student employees, including creating recruitment materials, posting jobs vacancies, and monitoring employment contract submissions. Liaise with Careerspace and Human Resources to address any recruitment issues.
- Research best practices in housing services to assist with the development of policies and procedures. Coordinate the documenting and distribution of department policies & procedures.

**Department Support**
- Organize day-to-day activities of the department to ensure efficient and effective office operations. This includes performing analyses of departmental operations and providing recommendations of processes related to the administration of the department.
- Ensure that proper documentation is kept of consultations relating to “all major questions relating to living accommodation” to support Housing Services exemption under the Residential Tenancies Act.
- Administer surveys as required. Analyze data and work with housing staff to develop reports.
- Report monthly and as needed on key performance indicators as defined by the housing leadership team.
- Support the development of the annual housing report.
- Order and distribute department technology and supplies. Manage the department’s office asset management system and ensures appropriate levels of inventory. Responsible for shared use technology (e.g., printers, ipads, etc.).
- Assist with room bookings, audio visual needs, catering services, travel and accommodations for housing staff/guests and events.
- Maintain department calendars and distribute event/important dates to the university-wide calendar as needed.
- Maintain department filing system, listservs, teams, and share drives.
- Opens and directs office mail in Blackburn Hall.
- Coordinate and/or manage requests for support from other departments (e.g., IT, Telecom, HR) and vendors (e.g., Iron Mountain, Bell Mobility, etc.).
- Receive and use discretion in handling confidential, personal, and proprietary information, using sound judgment to remain in compliance with all univers

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