Administrative Coordinator

2 weeks 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

  • Administrative Coordinator

    3 weeks ago

    Peterborough, Canada Trent University Full time

    **Job Purpose**: Coordinates the day-to-day operations of Trent Online support for the Internationally Educated Nurses (IEN) Consortium program including drafting and overseeing internal and external communications, preparing and monitoring the Trent Online IEN budget, coordinating course design projects, continuous quality improvement and other tasks...

  • Administrative Coordinator

    4 weeks ago

    Peterborough, Canada Signum Corporation Full time

    Are you a smart, take-charge person, who has superior time management skills, the ability to manage multiple priorities and balance demands of various projects? Are you a self-starter with the interest and ability to wear many hats? Do you love customer service, and have a penchant for solving challenges efficiently? Would you like an in-office position in...

  • Administration and Corporate Coordinator

    2 weeks ago

    Peterborough, Canada Compass Early Learning and Care Full time

    **Compass Early Learning and Care Career Opportunity** **Position: Corporate and Administration Coordinator** **Job Type: Permanent** **Hours: 35 hours per week, Monday to Friday.** **Hourly Rate Range: $24.67-31.12** **Start Date: Negotiable** **About the roles** At Compass ELC you will support the Corporate and Administration Coordinator roles...

  • Finance & Administration Coordinator

    4 weeks ago

    Peterborough, Canada CCRC - Community Counselling & Resource Centre Full time

    Under the direction of the Manager of Finance and Administration, the role of the **Finance and Administration Coordinator **is to maintain complete sets of books, keep records of accounts and verify the procedures used for recording financial transactions, provide support in administrative functions, information technology and reception functions. **MAIN...

  • Financial Administrator and Program Coordinator

    1 week ago

    Peterborough, Canada Community Futures Peterborough Full time

    **PURPOSE** The Financial Administrator and Program Coordinator is responsible for the financial administration, general accounting functions and program coordination within CFP. They will provide support to the Loan Manager and assist in loan administration duties. In addition, the Financial Administrator and Program Coordinator is responsible for all...

  • Administrative Coordinator

    3 weeks 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...

  • Administrative and Events Coordinator

    2 weeks ago

    Peterborough, Canada Innovation Cluster Peterborough and the Kawarthas Full time

    Are you looking for a career where you can make a real difference? At the Innovation Cluster—Peterborough and the Kawarthas (ICPK), we are celebrating our twenty-year anniversary. Innovation Cluster Peterborough and the Kawarthas (ICPK) is a nonprofit organization supporting Clean Tech, Healthcare Tech, AgriTech, and IT entrepreneurs in commercializing,...

  • Administrative Assistant/project Coordinator

    3 weeks ago

    Peterborough, Canada D.M. Wills Associates Limited Full time

    D.M Wills Associates Limited is in search of an Administrative Assistant/Project Coordinator to support the Structural and Transportation Engineering Departments, for an 18-month contract. **Key Responsibilities**: - Provide support in the preparation of department or project-specific documents (i.e., tenders, proposals, contracts, reports, etc., as...

  • Administrative Coordinator, Ien Program

    4 weeks ago

    Peterborough, Canada Trent University Full time

    **Job Purpose**: Coordinates the day-to-day operations of Trent Online support for the Internationally Educated Nurses (IEN) Consortium program including drafting and overseeing internal and external communications, preparing and monitoring the Trent Online IEN budget, coordinating course design projects, continuous quality improvement and other tasks...

  • Administrative Assistant and IT Coordinator

    4 weeks ago

    Peterborough, Canada Alan Stewart Homes Ltd Full time

    **At Stewart Homes, we believe that medically fragile and developmentally disabled children and adults can receive 24-hour care without missing out on the warmth and comfort of a home setting. For over forty years, our 200+ staff have been supporting children and young adults who are medically fragile with complex care needs. We presently have over 80...

  • Administrative Assistant and IT Coordinator

    4 weeks ago

    Peterborough, Canada Alan Stewart Homes Ltd Full time

    **At Stewart Homes, we believe that medically fragile and developmentally disabled children and adults can receive 24-hour care without missing out on the warmth and comfort of a home setting. For over forty years, our 200+ staff have been supporting children and young adults who are medically fragile with complex care needs. We presently have over 80...

  • Office Administrator

    2 weeks ago

    Peterborough, Canada Charlotte Products Ltd. Full time

    Take the next step in your administrative career and join Charlotte as an Office Administrator! Supporting the Finance and Customer Service teams, the Office Administrator is responsible for coordinating the administrative operations of the corporate office. The Office Administrator is a key member of the Charlotte team, playing a vital role in the...

  • Project Coordinator

    4 weeks ago

    Peterborough, Canada D.M. Wills Associates Limited Full time

    D.M Wills Associates Limited is seeking a highly engaged and support-focused Project Coordinator to join our People & Culture department. In this role, you will provide administrative and project coordination support to both the Department Manager and the Construction Administration Department. Responsibilities will include assisting with project scheduling,...

  • Project Coordinator

    2 weeks ago

    Peterborough, Canada D.M. Wills Associates Limited Full time

    D.M. Wills Associates Limited is seeking a highly engaged and support-focused Project & Admin Coordinator to join our People & Culture department. In this role, you will provide administrative and project coordination support to both the Department Manager and the Construction Administration Department. Responsibilities will include assisting with project...

  • Associate Coordinator of Operations

    1 week ago

    Peterborough, Canada The Medical Centre Full time

    **Associate Coordinator of Operations** **Permanent Full-time** Reporting directly to the Coordinator of Operations, the Associate Coordinator of Operations will assist the administrative team in providing a high level of support throughout the Medical Centre facility. To fulfil this role, we are seeking a highly motivated, enthusiastic, well-organized...

  • Administrative Assistant

    1 week ago

    Peterborough, Canada BWX Technologies Full time

    **_At BWXT Nuclear Energy Canada Inc_**_. we are committed to excellence in every business initiative. BWXT Nuclear Energy Canada (BWXT NEC) has achieved an enviable international reputation for excellence in the supply of nuclear fuel and fuel handling systems and service for CANDU reactors in both domestic and international markets. Our success is the...

  • Operations Coordinator

    1 week ago

    Peterborough, Canada Ontario Onsite Wastewater Association Full time

    **Job Summary** The Operations Coordinator is responsible for providing coordination of the day to day activities of the association including bookkeeping, administrative and clerical support to the Executive Director, Executive Committee, the Board of Directors, and the Association’s Membership. Additionally, the Operations Coordinator supports the...

  • Administrative Assistant

    1 week ago

    Peterborough, Canada Town & Country Marine Full time

    Administrative Coordinator **Qualifications**: - Successful completion of post-secondary education in Business, Accounting or other related field - 3+ years of generalized experience in variety of finance related areas: Accounts Payable, Accounts Receivable, Bank Reconciliation - Experience with payroll administration is considered an asset - Strong...

  • Administrative Assistant

    4 weeks ago

    Peterborough, Canada Peterborough Community Health Centre Full time

    Position: Administrative Assistant. Reporting to: Executive Director and Office Manager Terms: Part-time Hours of Work: 8:30-4:30 with some evenings and occasional weekends. JOB SUMMARY Reporting to the Executive Director and Office Manager, the Administrative Assistant provides a wide range of administrative and general office support to facilitate the...

  • Office Operations Coordinator

    5 days ago

    Peterborough, Ontario, Canada Law Office of Shaun Setareh Inc Full time

    Job Title: Office Operations CoordinatorLocation: Law Office of Shaun Setareh IncJob Type: Full-timeSalary: CompetitiveJob DescriptionWe are seeking an experienced Office Operations Coordinator to join our team at the Law Office of Shaun Setareh Inc. As an Office Operations Coordinator, you will be responsible for managing the day-to-day operations of our...