Administrative Coordinator

Overview:
The Campus Wellness Administration team serves the University of Waterloo community by supporting all units within Campus Wellness (Health Services, Counselling Services and Health Promotion) with effective, efficient, collaborative, and client-focused administrative service.

The Administrative Coordinators are accountable to the Administrative Officer, Campus Wellness. for providing direct administrative support to the Director, Campus Wellness and general administrative support for all units within Campus Wellness.

**Responsibilities**:
Administrative Support
- Function as the administrative, professional “face” of Campus Wellness;
- Provide direct administrative support to the Director, Campus Wellness and general administrative support to Campus Wellness, including document preparation, filing, room bookings; booking of service tours;
- Provide purchase-card services for Senior Management Team and Campus Wellness events, including accurate allocation of expenses;
- Coordinate calendars of the Senior Management team.

Communication - Inter-departmental / Intra-departmental
- Function as central point-person for internal Campus Wellness communication, organizing inter-departmental and intra-departmental communication;
- Collaborate with Tech Team to maintain content of specific areas of Campus Wellness SharePoint site (ex. Senior Management Team meetings, breach logs, Campus Wellness standing committees).

Hiring/Orientation/On-boarding/Off-boarding support
- Provide administrative support for the hiring process (ex. coordinating interview scheduling, reserving rooms, creating MS Teams meetings); coordinating with staff members who manage staff schedules;
- Collaborate with Senior Management Team to develop, coordinate and deliver a consistent Campus Wellness orientation to all incoming clinical and staff members, including Campus Wellness culture, and guidelines;
- Collaborate with hiring managers to provide administrative support for incoming staff members’ welcome and onboarding (ex. first week orientation meetings, work-space preparation, key control documentation);
- Provide administrative support to hiring managers who are responsible for temporary staff (ex. residents, interns, co-op students) to coordinate on
- and off-boarding;
- Coordinate regular new employees group orientation meetings with Senior Management Team (approx. every six months);
- Collaborate with Health Information Specialist to ensure incoming employees receive consistent confidentiality training, including reviewing and signing Campus Wellness confidentiality agreement;
- Coordinate orientation and termination logistics, including entering all staff members into On-boarding and Off-boarding databases as needed; maintain the Staff Directory regarding new hires and temporary or permanent departures.
- Assist hiring managers with timelines and documentation for co-op and international student hiring to ensure deadlines are met;
- Coordinate mandatory Campus Wellness staff training schedules, lists and communication (ex. Non-Violent Crisis Intervention - new and refresher courses).

Committee Support
- Provide logístical and practical support and coordination for Campus Wellness events, activities, initiatives (ex. all-staff meetings, holiday luncheon);
- Coordinate Campus Wellness standing committee meetings and related working groups, including scheduling, notification, minute-taking and distribution;
- Schedule using multiple platforms, invite/send links to attendees, including those outside of Campus Wellness and the University of Waterloo;
- Collaborate with committee chairs to circulate documentation in advance of standing committee meetings, including agendas and relevant documentation;
- Record, edit, and distribute meeting minutes, according to Campus Wellness minutes template, focusing on action items; maintain up-to-date standing committee documentation on SharePoint.

Support for groups, training, seminars
- Collaborate with Campus Wellness administrative staff and facilitators to support set-up and delivery of Campus Wellness’ groups, trainings, and seminars;
- Schedule using multiple platforms, invite/send links to attendees, including those outside of Campus Wellness and the University of Waterloo;
- Support virtual trainings, groups and seminars (ex. sending meeting links to participants, sending cancellation/rescheduling notices to participants, attending trainings and workshops to provide administrative support when requested, taking attendance, distributing resources pre/post session);
- Support in-person trainings, groups, and seminars (ex. distributing resources and supplies pre/post sessions, assist with room set-up/take down).

Building / Facilities
- Ensures well-functioning buildings and equipment by overseeing minor maintenance, submitting work requests, space allocation, relocations, renovations, furnishings, collaborating with campus resource groups to address issues
- Ensures safety