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Office Coordinator, Mathematics

3 months ago

Wolfville, Nova Scotia, Canada Acadia University Full time

Position: Office Coordinator
Department: Department of Mathematics & Statistics
Position Type: SEIU Administrative Assistant 3, Full-time
Salary: $44,089 per annum (SEIU Administrative Assistant 3). Salary increases to $50,371 following successful completion of 6-month probation period.
Benefits: Our comprehensive compensation package includes a defined benefit pension plan, health and dental coverage, Telemedicine services, health spending account, life insurance options, long-term disability insurance, employee and family assistance program, tuition discounts for employees and their dependents, complimentary gym membership, and vacation time that increases with years of service.

Qualifications
  • Demonstrated experience in providing exceptional client service with a proven ability to think critically, resolve issues, maintain attention to detail, and take initiative.
  • Completion of a recognized program in office/business administration or a degree combined with 5 years of relevant work experience.
  • Strong analytical skills with a high level of accuracy, maintaining confidentiality, and adaptability to changing priorities.
  • Advanced financial management skills, with a proven ability to reconcile accounts accurately and promptly.
  • Ability to manage and maintain a professional office environment, both physically and digitally.
  • High proficiency in Microsoft Office applications; experience with database management is essential, familiarity with the Colleague database is a plus.
  • Experience in managing web and social media presence is an asset.
  • Familiarity with academic programs and administrative procedures is beneficial.
Responsibilities

Acadia University is seeking a full-time Office Coordinator in the Department of Mathematics and Statistics to provide comprehensive administrative support for all departmental functions. The Office Coordinator will oversee initiatives that assist the Department Head, faculty, and students while ensuring smooth and efficient operations within the Department. This role also includes supporting the Mathematics and Statistics Help Centre and managing the Rothberger Mathematics Library.

Key duties will include:

  • Overseeing departmental finances, including drafting the annual non-salary budget, tracking expenditures, maintaining the accounting database, and generating accurate financial reports.
  • Managing human resources and financial aspects for the department's Teaching Assistants.
  • Assisting in the development of course timetables and addressing scheduling challenges.
  • Monitoring student enrollment and reviewing records to ensure compliance with degree requirements, handling inquiries regarding course registration and academic regulations.
  • Welcoming visitors and handling communications to the department, providing informed responses and referrals as necessary.
  • Supporting both graduate and undergraduate students within the department and assisting service departments as needed.
  • Facilitating operations at the Mathematics and Statistics Help Centre, including queries and room bookings.
  • Managing the Rothberger Mathematics Library, collaborating with the Vaughan Memorial Library as required.
  • Promoting the department through the maintenance of the departmental website and other communication channels.
  • Preparing routine correspondence, managing records, generating reports, and scheduling meetings.
Additional Information

TO APPLY: Internal candidates must apply as per the guidelines. Applications from external candidates are also welcomed; however, consideration is contingent upon the results of internal competition. To apply for this opportunity, please follow the application instructions provided.

Only candidates selected for an interview will be contacted. The University reserves the right not to fill this position. A six-month eligibility list may be established from this competition to fill future vacancies for identical positions.

The University encourages applications from all qualified individuals; however, Canadians and permanent residents will be given priority. Acadia University is committed to employment equity and diversity in the workplace and welcomes applications from individuals of diverse backgrounds.

The university will provide support in its recruitment processes to applicants with disabilities, including accommodations that consider an applicant's accessibility needs.