Administrative Coordinator

Administrative Coordinator

About Queen's University
Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

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Job Summary
The mandate of Campus Security and Emergency Services (CSES) is to promote a safe and welcoming environment that recognizes and is respectful of the diverse nature of the Queen's University community.

Reporting to the Director, Campus Security and Emergency Services (Director), the Administrative Coordinator contributes to the smooth and efficient operation of CSES and must function with a high level of accuracy, demonstrating strong judgment and efficiency as this position significantly impacts the overall effectiveness and reputation of CSES. Committed to equity, diversity and inclusion, the Administrative Coordinator must be client-focussed and confident working in a high profile work environment where there is regular exposure to sensitive and confidential information.

The Administrative Coordinator provides a broad range of support for the entire CSES office; serving as a key public relations ambassador by virtue of their role and first point of contact for the office, participating in campus community events as a representative of CSES, and supporting the flow of communications and dissemination of information across campus. The Administrative Coordinator is responsible for providing organizational, administrative and clerical support to the department and departmental staff as required including but not limited to; acting as departmental timekeeper for all casual and full time staff, assisting in budget preparation and allocation, drafting communications that are often sensitive and confidential in nature, performing financial and accounting duties, purchasing equipment and supplies, coordinating and scheduling meetings, taking minutes, and assisting with the coordination and implementation of special projects.

**Job Description**:
**KEY RESPONSIBILITIES**:
**Administration**:

- Lead and administer the approval process for the recruitment of staff positions and the re-evaluation of existing positions; review requests and ensures all required information is submitted and all approvals are received.
- Manage the administrative aspects of hiring casual staff, ensuring all required documentation is accurately completed and submitted, including hiring and rehiring casual contracts into HR PeopleSoft and maintaining casual confidential employee files.
- Acts as a key liaison between frontline staff with CSES, Human Resources and Payroll on payroll matters.
- Provides administrative and organizational support to the Director, management and other staff within the department, including but not limited to; maintaining busy and complex calendars, coordinating and scheduling meetings, preparing associated background information, detailed agendas, recording minutes and preparing meeting files, initiating and drafting often sensitive and confidential correspondence, preparing routine announcements and distributing as directed, and assists in the preparation of key departmental reports, including but not limited to the Annual Report for CSES.
- Processes, screens, and directs all incoming and outgoing mail on behalf CSES.
- Prepares the Director and other management for meetings, conferences, appointments and special events.
- Maintains an effective system to bring forward necessary documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination and ensures that those required are properly prepared and briefed for meetings, verifying any necessary follow-up is completed.
- Assists in drafting and monitors the annual departmental budget through a process of information gathering, consultation, accounts reconciliation, and analysis. Produces reports regarding budgetary plans, budgetary and departmental forecasting, payroll and general accounting.
- Responsible for end-to-end management of financial transactions for all CSES staff, including payroll timekeeping, membership renewals, and related fees. Prepares journal entries and accounts receivable invoices related to the department for all internal and external contract security fees for services, ensuring adherence to the university’s financial policies and procedures. Prepares, coordinates and processes payment for travel arrangements and reimbursement for all departmental staff through the internal Expense Reimbursement System.
- Responsible to prepare, track and submit invoices for payment from Police Services, and the efficient recovery of all ancillary costs from Queen’s Departments -Parking, Student Life Centre, Donald Gordon Centre, Residences, a