Administrative Coordinator, Academics

7 days ago

Toronto, Ontario, Canada Branksome Hall Full time
About the Role

We are seeking a highly organized and detail-oriented Administrative Coordinator to provide administrative support to the Head, Academics and Professional Learning and the Chief Innovation Officer. The successful candidate will be responsible for ensuring the smooth operation of their respective offices, including calendar management, meeting coordination, and budget maintenance.

Key Responsibilities
  • Maintain accurate and up-to-date databases and digital filing systems
  • Order supplies and materials as required, while tracking expiration dates and renewing memberships and subscriptions
  • Support reporting to various organizations, including the annual renewal of applications to the Ministry of Education
  • Maintain office and meeting spaces, setting up events and managing calendars
  • Schedule and manage meetings, including moving appointments as priorities change
  • Maintain agendas for all scheduled meetings and events
  • Support the IB Middle Program with curricular events and student registrations
  • Collaborate with the HR team to manage scheduling for interviews
  • Support scheduling of faculty valuation meetings and class observations, report creation, and follow-up
  • Prepare materials for Ministry inspections, IB program evaluations, CAIS accreditation, and Board reporting
  • Track and monitor budgets, invoice and expense payments, including reconciliation of budgets and Visa statements
  • Organize events such as professional development workshops, meetings, and guest speakers
  • Register approved faculty for requested/required professional development, IB training courses, roundtables, and conferences, including arranging travel and accommodation
  • Keep records of PD-related expenses and support budget tracking processes
Requirements
  • University degree and/or a relevant recognized community college program or equivalent work experience
  • 3+ years of related experience in an administrative capacity, preferably in an academic environment
  • Advanced computer skills with MS Office (Word, Excel, and PowerPoint), Google Drive, and academic databases
  • Excellent interpersonal skills and ability to liaise with various stakeholders
  • Highly organized and able to prioritize in a high-volume environment
  • Adaptable to changing priorities with short deadlines
  • Excellent communication skills, both verbal and written
  • Ability to operate with utmost discretion of highly confidential information
  • Good judgment, professional attitude, and detail-oriented ability
  • Familiarity with the International Baccalaureate (IB) program would be an asset
What We Offer
  • A competitive salary and generous vacation, taxable lunch benefit, health & dental benefits, and pension plans, including contributions to the Ontario Teachers' Pension Plan (OTPP) for eligible employees
  • A strong community with a commitment to students and to the growth and development of employees through ongoing professional development and mentorship
  • Engagement with a network of internationally renowned industry experts, leaders, and entrepreneurs
  • Access to state-of-the-art facilities and resources to support wellness, such as the Athletics and Wellness Centre

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