Academic Initiatives Administrative Coordinator
3 weeks ago
Application Restrictions- Open to both Internal and external- Job Type- Administrative/Management- Posting In effect from- 8/6/2023- Closing Application Date- 22/6/2023-
- Full/Part Time- Full Time- Admin Type- Temporary- Anticipated Start Date- 4/7/2023- Position End Date (If Applicable)- 29/3/2024- DUTIESThe Academic Initiatives Administrative Coordinator provides professional and confidential administrative assistance to the Bob Gaglardi School of Business and Economics Dean and Associate Dean and is accountable for the overall management of the office. The incumbent addresses human resource issues, communication, special project management and specific budgetary responsibilities. The position acts as a member of the Dean’s Office team and develops, manages and coordinates projects as assigned. The incumbent liaises and communicates with the other Deans, as well as with Directors and other administrative staff, support staff, faculty, and students at TRU. The incumbent also liaises with provincial, national and international external agencies, organizations, ministries and institutions.
MAJOR RESPONSIBILITIES
- Provide efficient day-to-day operation of the Dean’s Office, including signing authority for office supplies, print shop requirements and facilities requests.
- Provide administrative support for the Dean/Associate Dean as well as a number of committees and task forces, which includes planning meeting logistics, preparation of agendas, minute taking, website maintenance, follow-up on action items, consulting with committee members, disseminating accurate meeting information. Recording Secretary for meetings.
- Provide discreet and tactful service as the initial contact in the Dean’s Office. Screen, redirect or handle enquiries as they arise. Confidential, diplomatic and empathetic handling of sensitive and sometimes potentially difficult situations are required. Identify and notify the Dean/Associate Dean, or other directors or managers in their absence, of emergent issues as they arise so they can be dealt with in a timely manner.
- Monitor, review and provide guidance on budget issues, including tracking and reporting financial activity, budget submissions, and cost projections. Liaise with financial services to resolve discrepancies. Manage and coordinate support for the procurement function for the Dean’s Office, including requisitions, RFP’s, PSA’s and preparation of contracts. Prepare various reports, including reports for public bodies and expense reports. Provide support and guidance at budgetary and financial meetings with Dean/Associate Dean and budgetary personnel.
- Manage, organize and maintain all employment-related files and evaluation schedules for the Dean’s Office. Coordinates and participates in (when applicable) hiring processes.
- Assist in research/data gathering and report generation.
- Manage special projects, bringing them to conclusion, with initial direction from the Dean/Associate Dean. Take charge of assignments with little or no direction and bring them to conclusion.
- Arrange travel for members of the Dean’s Office as required, as well as for invited guests, speakers and contractors.
- Maintain and regularly updates the Dean’s Office web pages and SharePoint sites.
- Provide supervision and support to support staff.
REPORTS TO
Dean, Bob Gaglardi School of Business and Economics
- QUALIFICATIONSREQUIRED KNOWLEDGE/SKILLS:
- Bachelor's Degree, or equivalent education and relevant work experience
- Five years’ experience in an administrative capacity
- Have a good understanding of the university setting, including university policies, procedures, protocols and governance
- Self-motivated/directed, highly organized and resourceful
- Demonstrated ability to work tactfully and courteously with a diverse range of people from the senior administrative level to students, faculty, and staff as well as a wide range of external contacts
- Excellent time management and scheduling skills; analytical and problem-solving skills are essential
- Demonstrated ability to take initiative, work collaboratively and independently to achieve stated goals
- Excellent computer literacy including word processing, budget spread sheets, data bases and presentation software
- Excellent communication skills, oral and written
- Demonstrated ability to plan, organize and manage delegated projects
- Experience with financial budgeting and control
- Ability to coordinate a complex office environment
- Ability to set realistic goals and timelines and work independently
- Demonstrated ability to coordinate and supervise the work of others
- Pay Band- Admin Pay Band AH- Location- Kamloops, BC CA (Primary)- # of Hires Needed- 1- Organizational Unit- Thompson Rivers University -> Bob Gaglardi School of Business and Economics -> Dean, School of Business- Diversity and Inclusion Commitment:
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