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Administrative Coordinator

4 months ago

Waterloo, Canada Conestoga College Full time

**Requisition Details**:

- **Job Title**:Administrative Coordinator**:

- **Requisition #**:24-0516**:

- **Location**: Waterloo
- **Department**: School of Applied Computer Science & Information Technology
- **Payband**: 09
- **Payband Range**: $76,029.00 - $95,038.00
- **Hours/Week**: 37.5
- **Posting Date**: Friday, May 31, 2024
- **Closing Date**: Sunday, June 9, 2024 at 11:59 PM EST
- **Vacancy Type**: Administration - Full-time Temporary Contract

Administrative Temporary Contract Position (July 2, 2024 - September 30, 2025)

The Administrative Coordinator provides support administration to the School of Applied Computer Science & IT and Creative Industries including the Executive Dean, Dean, and leadership team. The incumbent participates in projects and provides administrative services to committees and teams. The incumbent develops, establishes, and maintains information systems, human resources, vacations, schedules and digital filing systems, and coordinates meetings and events such as the open house in conjunction with marketing.

The successful incumbent acts as a liaison to senior management across campuses and externally by ensuring the Executive Dean successfully navigates through a multitude of functions and responsibilities involving Senior Leadership, Chairs, Managers, faculty, students, as well as government and institutional partners. The incumbent coordinates the budget process and creates management reports to support decision-making. The incumbent liaises with other college departments to monitor the progress of projects and events and expedites processes to meet operational objectives.

**Responsibilities**:

- Manages the schedule for the Executive Dean (ED) and the Dean (D) including prioritizing of conflicting schedules, provides confidential support, and coordinates division-wide meetings
- Handles sensitive situations with diplomacy and tact; uses initiative and judgment to resolve routine and non-routine matters/issues and ensures the ED/D are informed of important matters/issues
- Under the direction of the ED/D, the incumbent is responsible for the confidential review, monitoring, and analysis of the operating and capital budgets; ensures complete and accurate financial records and processing of financial transactions, identifies variances and communicates with external government bodies providing financial grants; coordinates and monitors capital expenses and facility projects
- Assists with the preparation of reports for review by the ED/D; makes recommendations to the ED/D about financial resource allocations to ensure the overall budget and spending performance of the division meets the institutional targets
- Monitors monthly expenditure reports and ensures salary and non-salary items are allocated
- Monitors the human resources of the department including new hire orientations, automates and updates processes, and tracks vacations, performance appraisals and schedules
- Manages schedule of recruitment activity and compiles records, and monitors expenses related to education/recruitment fairs and conferences
- Researches and compiles reports and projects; drafts correspondence, reports, and other materials, including those of a complex and/or highly sensitive nature
- Plans and coordinates special projects and liaises between the College and external organizations such as post-secondary institutions, government organizations, and community partner agencies
- Demonstrates strong organizational skills while working with the leadership team and other relevant networks
- Organizes meetings including scheduling, reviewing reports/submissions and presentations (format and content), preparing and mailing agenda packages, preparing minutes, tracking action items, and maintaining meeting documentation for future reference
- Organizes leadership team meetings with ED
- Liaises with granting bodies, resolves issues, and investigates issues
- Acts as key liaison among School, granting agencies, and college finance department
- Works with the school on projects and reports as directed

**Qualifications**:

- Two-year Diploma in Office Administration - Executive or other relevant areas, Bachelor’s Degree is preferable
- Five years of progressively responsible administrative assistant experience supporting senior administration/executives in an academic environment
- Strong writing and organizational skills
- Excellent communication skills both verbal and written
- Ability to complete effective research and determine ways in which best practices may be implemented
- Exceptional organizational and time management skills; demonstrated ability to be self-directed, proactive, and discrete
- Able to prioritize the urgency of questions or concerns
- Proven ability to manage/reconcile budgets and analyze financial reports
- Participate as a member of the team and contribute to a positive work environment
- Strong computer skills (i.e., WORD, VISIO, TEAMS, ACCESS, PowerPoint, EXCEL, etc.)