Administrative Coordinator

2 months ago

London, Canada Western University Full time

**Classification & Regular Hours**:
Hours per Week: 35

Salary Grade: 13

**About Western**:
Facilities Management fosters safe, inclusive and vibrant environments that inspire community engagement, life-bettering research and the pursuit of academic excellence.

FM departments include the AVP’s office, Facilities Development & Engineering, Power Plant, Business Operations, Sustainability, Building Services, Facilities Operations and Parking & Visitor Services. Our integrated team provides exceptional service in creating and maintaining Western’s facilities and in serving the community.

**About Us**:
Facilities Management is responsible for the planning, development, engineering, construction, operation, maintenance, and stewardship of all the buildings, infrastructure, sites, and services within Western’s campus community. Our integrated team provides excellence in creating and maintaining Western’s facilities and in serving the community. Our vision is to be recognized as the leader in facilities management among research-intensive universities worldwide.

**Responsibilities**:
The Administrative Coordinator provides a variety of process, project, administrative, and logístical supports directly to the Associate Vice-President, Facilities Management (“AVP”) and to the Office of the AVP team, including senior leaders, to support the overall mandates and outcomes of Facilities Management (“FM”). Representing the AVP, the Administrative Coordinator will provide guidance regarding policies and procedures and will direct individuals to the appropriate resources to ensure that they are carried out in compliance with all Western and FM's relevant administrative policies and procedures. The Administrative Coordinator will ensure that administrative functions are well managed, efficient, and result in outcomes that contribute to the University’s mission.

**Qualifications**:
**Education**:

- Completion of Undergraduate Degree in Business Management, Business Administration, or related field
- Certificate in Management (CIM) designation or equivalent is preferred
- Professional courses completed in finance, human resources, or communications would be an asset

**Experience**:

- 4 years’ experience providing administrative support to a senior leader in a complex organization
- 2 years customer service experience
- _Preferred_:

- Experience supporting a senior leader in a large public sector institution; _or_,
- Experience supporting a senior operational leader in a unionized environment

Knowledge, Skills & Abilities:

- Influential interpersonal skills that build positive and strong relationships at all levels of the organization and with external partners
- Excellent communication skills to clearly express ideas in an objective manner, write clearly, and adapt communication style to suit the situation and audience
- High degree of professionalism with outstanding ability to work effective and efficiently
- Possess a reputation for resourcefulness with a strong sense of accountability and initiative
- Problem solving skills with a sense of urgency in resolving issues and getting tasks completed
- Ability to encourage cooperation and build rapport among team members
- In-depth knowledge of best practices for handling sensitive and confidential information and with best practices in all facets of work
- Familiarity with event management techniques and tools and with project management methodologies
- Ability to work independently and effectively as a member of the team to achieve divisional goals
- Detail-oriented with an ability to function, proofread, and process information with high levels of accuracy
- Ability to remain highly motivated, resilient, innovative, and collaborative when faced with challenges
- Knowledge of general office procedures and with best practices for assessing, developing, and implementing new business processes and procedures
- Organizational skills to manage multiple assignments that are accurate and thorough, sometimes of a complex nature or involving competing priorities
- Commitment to ongoing professional development with a desire to take on new challenges
- Computer skills with the ability to train others in system usage
- Advanced computer skills in Microsoft Office Suite, database management, spreadsheet design, web design systems, and materials management systems
- Familiarity with University policies and procedures preferred

**Western Values Diversity**:
Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources or phone 519-661-2194.

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

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