Academic and Administrative Coordinator

6 months ago

Kamloops, Canada Thompson Rivers University Full time

The Academic and Administrative Coordinator is responsible for assigned operational and administrative functions supporting the development of TRU’s Honours College and providing project management and tracking support for the 8 Integrated Strategic Planning (ISP) teams funded by the Provost’s Office. The incumbent is responsible for providing discreet, tactful, organized and highly confidential administrative coordination that adheres to TRU’s Integrated Strategic Plan, and to TRU’s policies and collective agreements. The incumbent must anticipate the needs of the Special Advisor and communicate with the executive offices of, primarily, the Provost, and where directed the President and the other Vice-Presidents, Deans, Directors and other administrative staff, support staff, faculty, research faculty members, community partners, and students at TRU. The incumbent may also liaise with municipal, provincial, national and international external agencies, organizations, ministries and institutions. The position also supports the Special Advisor’s ongoing research responsibilities, especially as they foster community networking, student research engagement, and capacity building.

Working under the direction of the Special Advisor, and in close consultation with the Provost and Provost’s staff, this position provides administrative and project management support for human resource management, research, financial management, project management, communication, event coordination, marketing and program development administrative processes. The Coordinator works with faculty and students, and is a member of the Honours College leadership team (the Honours Council). Where requested by the Special Advisor, the role provides support in the development of the College’s planning processes, updates on the 8 ISP projects, and helps the project leads prepare regular reports for the Provost’s Office. This position requires a high level of decision-making, sensitivity and judgment and also handles confidential information on personnel, performance, finances and future organizational changes in honours programming and the development of the College. This position also interacts closely with internal and external stakeholders and may represent the Special Advisor in a variety of contexts both on and off campus.

MAJOR RESPONSIBILITIES
**Human Resource Management**
Provides support, coordination and guidance on human resource matters, including:

- Supervises designated Support Staff positions and manages performance and workload related issues related to Honours College and the hiring needs of the 8 ISP projects;
- Recruiting, selection, and, where appropriate, training of support staff, contractors, research assistants, and postdoctoral fellows
- Provides recommendations and guidance to the Special Advisor and the Honours Council in the areas of human resource practices, labour relations and collective agreements for CUPE, Administration and Faculty staff;
- In consultation with the Special Advisor, coordinates professional development and training opportunities for Honours College initiative;
- Coordinates with People and Culture all faculty, student, limited term and contract hiring, where directed by the Special Advisor;
- Manages external contractors in accordance with relevant agreements
- Coordinates and assists in the delivery of performance review instruments for the Honours College and the 8 ISP projects, including overseeing the summary of data from such evaluations;
- Provides support for the Special Advisor’s ongoing research responsibilities, as determined and assigned by the Special Advisor.

**Project Management**
- Providing coordination and support for special projects related to the needs and goals of the Honours College and the 8 ISP projects. Where assigned by the Special Advisor, and working in concert with project leads and the Provost’s Office, may coordinate the work of a team to effectively accomplish special project goals or initiatives;
- As directed by and working closely with the Special Advisor, providing coordination and support for honours program promotion, recruiting, and the development of a living-learning community

**Financial Management**
Monitors, reviews and provides guidance on budget issues, operations, cost recovery, and capital plans related to the Honours College and the 8 ISP projects:

- Tracking and reporting, grant management, budget submissions, cost projections, allocations;
- Liaising with financial services to resolve discrepancies;
- Where delegated, managing and providing coordination and support for the procurement function for the development of honours programming and the ISP projects, including requisitions, PSA’s and preparation of contracts;
- Initiating approval at management level on financial matters;
- Providing support and guidance at budgetary and financial meetings with Special Advisor, the Honours Council, the Provost, and budgetary pe

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