Administrative Coordinator, Plant Sciences
4 weeks ago
Administrative Coordinator, Plant Sciences
Primary Objective: To deliver comprehensive administrative and clerical assistance within the Plant Science Department, facilitating various operational functions essential to the department's success.
Nature of Responsibilities: This role reports directly to the Manager of Finance & Administration. The incumbent operates autonomously, executing all assigned tasks while exercising discretion within established protocols. They adapt standard procedures to address challenges and consult with supervisors regarding complex issues to identify suitable resolutions. Communication is primarily with faculty, staff, and students, with a strong emphasis on customer service and the precise exchange of technical and factual information. The role requires effective collaboration with colleagues, initiating discussions to resolve conflicts or issues. Suggestions for enhancing workflow and the work environment are encouraged. The position may also involve providing guidance to internal stakeholders within specific areas of expertise. A thorough understanding of the implications of one’s work within the university framework is essential, with a focus on skill development to enhance contributions. Proficiency in preparing and organizing information is crucial, along with an expert-level command of MS Office applications.
Typical Duties and Responsibilities:
Key Responsibilities (including but not limited to):
Deliver high-quality administrative support, including managing the schedules and priorities of the Department Head and CDC Director with confidentiality and sound judgment. Prepare correspondence and documents efficiently and accurately; handle incoming and outgoing telephone communications; provide general reception duties. Assist faculty in the development of teaching materials. Aid in the formulation of new course proposals and modifications to existing programs. Support collegial processes, such as maintaining faculty CV data, case files, and conducting annual reviews. Coordinate faculty recruitment efforts, including communication with applicants and referees, and arrange interviews and accommodations. Provide assistance in onboarding and offboarding processes for department personnel, including department heads, faculty, new graduate students, visiting scholars, and sessional lecturers. Support the advertising of positions and manage TA allocation and time tracking. Prepare class schedules; submit undergraduate grade changes and manage grade submissions. Liaise with academic and administrative units both within and outside the College as required by assigned tasks and projects. Prioritize and manage incoming mail. Prepare for meetings, including setup, agenda creation, and minute-taking; book venues and make reservations for administrative, research, and teaching activities, including electronic equipment setup. Ensure accurate and timely preparation of travel itineraries and arrangements, letters, and list management. Assist with physical resource requests, including IT support, key management, space assignments, and telephone changes. Order office supplies as needed. Ensure the functionality of office machines. Maintain bulletin boards and notices; provide event support, including preparation and setup; ensure the physical space reflects a positive image of the department. Perform other duties as assigned.Accountabilities
Ensure all communications and interactions with students, faculty, staff, and the public are accurate, timely, and courteous, emphasizing customer service and the precise exchange of information. Handle all confidential information and materials with discretion. Adapt established methods and practices to resolve issues, discussing complex problems with supervisors to determine appropriate solutions. Complete all work within established deadlines by understanding required timelines, effectively prioritizing tasks, and collaborating with others as necessary. Execute duties with meticulous attention to detail and accuracy. Collaborate effectively with colleagues, applying teamwork skills to support departmental objectives. Document and update all policies, processes, and procedures, adhering to established standards.Education: The role necessitates knowledge and skills acquired through a relevant postsecondary certificate, with an undergraduate degree considered an asset.
Licenses: Not applicable.
Experience: A minimum of 3-5 years of relevant experience is preferred, ideally in a dynamic work environment.
Skills:
Demonstrates sound judgment in decision-making and problem-solving to meet priorities and deadlines. Takes initiative to anticipate future requirements beyond assigned tasks. Fosters a positive, productive, and collaborative work atmosphere within the team. Shares knowledge appropriately to enable informed decision-making by colleagues and departmental leadership. Upholds high standards of professional integrity and proficiency in all administrative activities. Exhibits effective interpersonal and communication skills, both written and verbal. Possesses strong organizational and time management abilities. Functions effectively both independently and as a team member. Demonstrates the capacity to learn new tasks in a fast-paced environment. Effectively manages multiple priorities from various sources while maintaining attention to detail and demonstrating proficient knowledge of MS Office.-
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