Coordinator of Administration

3 weeks ago

London, Canada Western University Full time

**About Western**:
Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the "Western Experience" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

**About Us**:
Western Foot Patrol is a free service at Western University that assists in keeping campus a safe place to study, work and live. Western Foot Patrol is dedicated to contributing to a safe campus community by conducting safe escorts; campus patrols; lighting audits and safety campaigns. We do this with a team of incredible volunteers who carry out these services with a sense of warmth, caring and pride. This proactive approach to safety focuses on "students helping students", engaging student volunteers in the direct provision of services, creating a sense of ownership and responsibility.

**Responsibilities**:
**Please note: This position runs Feb-Apr 2024, and will resume in Sept 2024 for the 2024-25 school year.**

The Coordinator of Administration is responsible for carrying out activities directly related to volunteer scheduling and daily office duties, as well as general activities related to the Coordinator position. Duties associated with this include organizing and filling the volunteer schedule, managing the volunteer database, screening volunteers, performing on call duties and staffing the Western Foot Patrol office. The incumbent will take guidance from their supervisor, and work productively and courteously with their work team and other members of the Western community.

Administrative Responsibilities:

- Conduct. oversee and/or guide office procedures and ensure required daily office duties are completed
- Organize volunteer scheduling, ensuring shifts are filled
- Implement strategic and creative long and short-term scheduling plans, preventing and solving scheduling difficulties
- Organize entry of volunteer shifts into database
- Manage volunteer database, ensuring proper data entry procedures are being followed
- Ensure proper scheduling administrative procedures are being followed
- Train new staff in daytime office procedures

General Responsibilities
- Assist in recruiting and interviewing volunteers
- Conduct volunteer/staff training sessions
- Assist in hiring and interviewing new staff
- Perform on call duties as required, which includes last minute filling of volunteer positions, liaison for weekend staff
- Maintain positive relations with volunteers and staff

**Qualifications**:
**Education**:
- Must be a full time student at Western (enrolled in minimum 3.5 courses), and expect to retain full-time student status for the duration of this appointment

**Experience**:
- Previous work experience in a similar role or within the department

Skills, Abilities & Expertise:
- Written and verbal communication skills to express ideas clearly, and adapt communication style to suit the situation and audience
- Ability to maintain a positive, outgoing attitude with genuine customer service orientation
- Reliable and dependable with the ability to consistently work assigned schedule
- Ability to follow processes and practices with high attention to detail
- Demonstrates integrity and works in accordance with Western's policies and procedures
- Ability to multi-task and maintain an organized work environment
- Computer skills with Microsoft Office, with the ability to learn and use new software programs as required
- Personable and courteous in working relationships with colleagues, students and the public
- Ability to prioritize and organize a fluctuating work load
- Ability to work independently and effectively as a member of the team to achieve department goals
- Ability to work in a manner that is compliant with confidentiality requirements as applicable

**Why Western?**:
**Background Checks**:
Please note, successful applicants may be required to produce current record check(s) (e.g. vulnerable sector, criminal record and police information) from a police service prior to commencing employment.

Consideration of applicants will include an assessment of previous performance, experience, and qualifications. Applicants should have oral communication skills in English.

**Western Values Diversity**:
**Please Note**:
We thank all applicants for their interest; however, only those chosen for an interview will be acknowledged.

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