Senior Administrative Coordinator

4 weeks ago

Canada University of British Columbia Full time

Position Overview

The University of British Columbia is seeking a highly skilled individual to provide exceptional administrative support to the Head of the Psychology Department. This role requires a comprehensive understanding of office operations, departmental functions, and institutional policies.

Key Responsibilities

  1. Deliver advanced administrative assistance to the Department Head, including addressing complex inquiries and drafting detailed correspondence.
  2. Collaborate with the Department Head and Director of Administration to formulate and implement departmental policies and procedures.
  3. Manage the Department Head's calendar, ensuring all meeting materials are prepared in advance and taking notes during meetings as necessary.
  4. Facilitate departmental meetings by gathering agenda items, preparing documentation, and tracking action items.
  5. Compile and analyze data for reports, conducting research on various topics as directed by the Department Head.
  6. Organize special departmental events, ensuring all logistical details are communicated effectively.
  7. Coordinate logistics for departmental colloquia, including travel arrangements for guest speakers.
  8. Oversee the faculty recruitment process, ensuring all aspects are managed efficiently.
  9. Assist newly hired faculty with relocation processes and onboarding.
  10. Manage faculty appointments and retirements, including the preparation of offer letters.
  11. Facilitate faculty reappointment and promotion processes, ensuring timely submissions of necessary documentation.
  12. Update orientation materials for new faculty and staff, ensuring comprehensive understanding of departmental policies.
  13. Provide guidance to faculty on issues related to payroll and human resources.
  14. Compile nominations for faculty awards and track outcomes.
  15. Coordinate health and safety training for department personnel.
  16. Contribute to the department's internal resources and maintain effective communication channels.
  17. Manage departmental communications, including website content and signage.
  18. Handle departmental financial transactions, ensuring proper approvals and documentation.
  19. Perform additional duties as required to support departmental operations.

Qualifications

The ideal candidate will possess a high school diploma, supplemented by a two-year post-secondary diploma and four years of relevant experience, or an equivalent combination of education and experience. A commitment to diversity and inclusion is essential.

Preferred Skills

Proficiency in navigating university systems and a strong understanding of human resources policies are highly desirable. Excellent communication, organizational, and interpersonal skills are crucial for success in this role.

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