Executive Administrative Coordinator for Business School
4 weeks ago
The Administrative Operations Associate plays a crucial role in supporting the Dean's Office within the Bob Gaglardi School of Business and Economics. This position is responsible for managing workflow, prioritizing tasks, and addressing daily challenges while handling sensitive information with discretion.
KEY RESPONSIBILITIES- Administrative Support: Provide comprehensive administrative assistance to the Dean's Office, ensuring efficient organization of tasks and effective resolution of day-to-day issues.
- Project Coordination: Schedule and monitor project timelines, deadlines, and resources, collaborating closely with the Academic and Administrative Coordinator to track budgets and report on project progress.
- Secretarial Duties: Manage incoming communications, prioritize correspondence, and perform word processing for various documents, including contracts and agreements.
- Purchasing and Requisitions: Prepare and submit requisitions for necessary purchases.
- Meeting Management: Organize appointments and meetings, gather background materials, and arrange facilities and equipment as needed.
- Human Resources Coordination: Prepare and track HR requisitions, liaising with HR and Finance Departments regarding personnel and payroll matters.
- Staff Training: Participate in hiring panels and assist in orienting and training new staff and co-op students.
- Documentation and Reporting: Prepare agendas, take minutes during meetings, and ensure distribution to relevant stakeholders.
- Communication Management: Oversee all internal and external communications for TRU Gaglardi, ensuring effective dissemination of information.
- Record Keeping: Maintain organized records and files, including confidential materials related to personnel and contracts.
- Research and Reporting: Conduct research, produce reports, and assist in developing project policies and procedures.
- Event Coordination: Arrange travel, conference registrations, and special functions, including the collection of fees as necessary.
- Liaison Role: Act as a point of contact between faculty, staff, and external agencies.
- Mail Management: Receive, sort, and distribute mail while maintaining office supply inventory.
- Web Development: Contribute to the development and maintenance of TRU Gaglardi web content.
Education: An undergraduate degree in a relevant field.
Experience: A minimum of five years of related administrative experience.
Skills and Abilities:
- Effective verbal and written communication skills for diverse audiences.
- Proficiency in MS Office applications (Word, Excel, PowerPoint) at an intermediate to advanced level.
- Ability to perform electronic word processing at a minimum of 60 words per minute.
- Experience with web development and content management systems.
- Strong interpersonal skills to manage interactions with staff, students, and external vendors.
- Capacity for independent decision-making and action.
- Excellent organizational skills to prioritize and manage multiple tasks effectively.
- Attention to detail in a research-focused environment.
- Familiarity with office equipment such as photocopiers and audio-visual tools.
This position involves extended periods of sitting at a desk and using a computer in a general office setting.
The salary for this position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879.
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