Administrative Coordinator

**Posting closes: November 15, 2024**

**Administrative Coordinator**
Permanent Full-Time
Monday through Friday, 35 hours per week, some evenings and weekends as required

**Reports To**

Administrative Services Manager

**Summary**

The Administrative Coordinator, reporting to the Administrative Services Manager, is responsible for a diverse range of administrative tasks supporting senior management and the efficient functioning of departments and various FSU Programs. This includes providing direct administrative assistance to all FSU staff, managing reception duties, organizing travel, recording and distributing meeting minutes, scheduling appointments, and composing internal and external correspondence. The role also actively supports the Student Council’s administrative functions, including the FSU Board and Executive Council, and assists in coordinating the workload of the Office Clerk and Front Desk Coordinator. Upholding confidentiality and maintaining professionalism with internal and external stakeholders, including Fanshawe College members and the public, is essential.

**Responsibilities**:
**Administrative Support for FSU Programs and FSU Administrative Team**
- Assist with the administration of programs/projects assigned by the Administrative Services Manager, including but not limited to:

- Student Health Plan
- Student Bus Pass
- Student Clubs
- SAC/Executive Elections, Retreats, Conferences, Transitions, and Training
- Class Representative System
- FSU Committee Meetings
- Inventory and FSU swag
- Organize and book meetings, events, and maintain calendar schedules.
- Maintain working schedules and engagement calendars for management, including daily appointment calendars for FSU members.
- Assist the Administrative Services Manager with travel schedules, arrangements, and reservations for staff.
- Review and prepare documents, reports, presentations, and correspondence, ensuring accuracy in format, content, grammar, and spelling.

**Club Support and Event Facilitation**
- Coordinate and facilitate club events, ensuring all logístical and operational details are managed.
- Process reimbursements related to club activities and events.
- Schedule and participate in meetings related to club support and event planning.

**Administrative Support for FSU Board of Directors and Executive Team**
- Provide administrative assistance to the Student Administrative Council (including the Executive Council).
- Draft meeting minutes for the Board and Executive meetings.
- Support the FSU Board by ensuring effective communication and document management.
- Prepare materials and agendas for Board meetings.
- Assist with travel schedules, arrangements, and reservations for Executive staff.
- Collaborate with the Front Desk Coordinator to produce and process minutes for various FSU and College committees.
- Offer administrative help to the Executive Team, including calendar scheduling and correspondence.

**Front Desk Support**
- Assist with front desk responsibilities, providing a welcoming environment and managing visitor inquiries.
- Work with the Front Desk Coordinator to maintain adequate inventory of office supplies and manage office equipment warranties and status reports, reporting to the Administrative Services Manager as necessary.
- Assist the Administrative Services Manager in coordinating the workload of the Office Clerk and Front Desk Coordinator.

**Additional Responsibilities**
- Ensure the FSU website is updated as required.
- Maintain a high level of confidentiality in all interactions.
- Project a professional image and demeanor with all employees, management, executives, college members, and visitors at all times.
- Occasional travel may be required to various FSU locations.
- Perform other relevant duties as assigned.

**Requirements**:

- Post-secondary diploma in administration or a related field, or equivalent experience.
- Minimum of 4 years’ experience in an administrative role.
- Experience working with a Board and a strong understanding of board procedures and practices.
- Exceptional attention to detail and proficiency in compiling, analyzing, and managing data.
- Strong ability to create, compose, and edit written materials, including drafting meeting minutes.
- Proficiency with office equipment and Microsoft Office Suite (Excel, PowerPoint, Word, and Outlook).
- Excellent communication skills, both verbal and written.
- Strong interpersonal skills and the ability to collaborate effectively with diverse internal and external stakeholders.
- Ability to work independently, prioritize tasks, and manage time efficiently.
- Positive, proactive attitude with a willingness to learn and grow within the role.
- Strong organizational skills and resourcefulness in handling various tasks.
- Ability to make administrative and procedural decisions, especially on sensitive and confidential matters.
- Outstanding customer service abilities.
- Proven track record of excellent attendance.

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