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Administrative Coordinator
7 months ago
**Administrative Coordinator**:
**Primary Purpose**: The Administrative Coordinator will provide exemplary support to ensure the smooth functioning of all operations within the Diefenbaker Canada Centre (DCC) and also provide confidential financial support to the Johnson Shoyama Graduate School of Public Policy’s (JSGS) USask campus and its direct-reporting centres based in Saskatoon. The incumbent is expected to work effectively in a team environment and to provide support and guidance on matters related to DCC operations and finance-related matters across JSGS and its centres.
**Nature of Work**: The Administrative Coordinator (Coordinator) reports to the JSGS Executive Officer. The Coordinator will be a key member of the DCC management team, serving as the administrative link across all of the museum’s operations. The Coordinator will work closely with and support the DCC’s Curatorial, Collections, and Exhibits Manager and the DCC’s Program & Outreach Manager. The Coordinator will also work closely with the JSGS Executive Officer and provide support to the JSGS Finance SBA for finance-related matters spanning JSGS and its centres.
The Coordinator will be an energetic and highly motivated individual who thrives in a dynamic and fast-paced environment. This position is of above-average complexity, and some discretionary decision making will be required within established guidelines. Excellent communication and interpersonal skills are essential, and superb customer service and the ability to lead among peers and collaborate are key traits required for this role. The Coordinator must be able to anticipate requirements and then identify and implement solutions; excellent judgment is essential. Work must consistently meet high standards of accuracy in an environment of frequent interruptions and competing priorities. A majority of the work is deadline driven, and competing demands are the norm. Flexibility may be required for evening/weekend shifts; travel within Saskatchewan is a possibility.
**Typical Duties/Accountabilities**
- Staff the Visitor Desk on a regular basis, welcoming and orienting visitors to the museum and providing direction to all who come into the Diefenbaker Building
- Provide logístical support for events, including all DCC outreach participation and special events such as exhibit openings
- Research and identify new external funding sources for the DCC
- Exercise decision making and problem solving to ensure priorities and deadlines are met and take initiative to move beyond completion of assigned tasks to plan for future changes or requirements
- Share knowledge appropriately to allow fully informed decision making by DCC and JSGS colleagues
- Under the direction of the Executive Officer, ensure appropriate use and responsible organization of space assigned to the DCC
- Liaise with ConnectionPoint on the processing of travel and other reimbursements, cheque requisitions, service income requisitions, purchase requisitions/orders, and other financial transactions
- Provide guidance to staff, faculty, and students with reimbursement claims
- Assist the Executive Officer with contract processing and tracking
- Assist with monthly reconciliations of a large number of funds as directed by the Finance SBA
- Assist with payroll-related reconciliations, changes, and submissions
- Review and reconcile PCard purchases for staff and faculty in JSGS and its direct-reporting centres on a timely basis and in accordance with the University of Saskatchewan’s PCard policy
- Maintain the integrity of financial information by ensuring that financial data is complete and accurate and complies with legislation, general accounting principles, best practices, agreements with external parties, and U of S policies and procedures
- Gain thorough understanding of and stay current on the policies and procedures of the University of Saskatchewan, University of Regina (as applicable), tri-agency, and other relevant external funding agencies
- Develop correspondence, reports, and written materials as required
- Maintain documentation for audit compliance
- Build and nurture positive and collaborative relationships with people at all levels throughout the campus community and with relevant external organizations
- Play an active role in continuous improvement to processes
- Effectively represent the DCC and JSGS and its direct-reporting centres in all contacts, ensuring the right tone and interest are projected, dealing with issues and concerns, solving or appropriately referring problems related to office functioning as they arise, and maintaining appropriate confidentiality of information and materials
- Participate in various special projects and other duties as assigned to meet the mandate and strategic goals of JSGS and its reporting units
**Education**: Successful completion of a relevant undergraduate degree (such as political science, history, education, or business) or a recognized post-seconda
