Faculty Administrative Coordinator

**About Western**: Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the "Western Experience" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference. **About Us**: The Don Wright Faculty of Music is situated in a research-intensive university, a community that enables students to grow artistically and academically. Our students are among 600 of the brightest and most talented young artist-scholars who come to student in one of the many undergraduate and graduate programs offered by the Faculty. With the faculty and staff, they are committed to excellence in creative and scholarly work. Key Goals of the Unit: - Provide the highest quality creative and scholarly experiences for students in all undergraduate and graduate programs - Provide interaction with artists and scholars known nationally and internationally - Make the work of the faculty and students public through artistic and scholarly performances, recordings, publications, lectures, and presentations **Responsibilities**: The Faculty Administrative Coordinator will ensure the efficient coordination of administrative operations for the Faculty of Music, providing guidance and support for a wide range of administrative, human resources, and facilities functions and processes, and ensure they are carried out in compliance with all of Western’s relevant administrative polices and procedures. The Faculty Administrative Coordinator will advise the Dean and the Director of Administration in the resolution of administrative issues, and monitor and manage physical and financial resources. The Faculty Administrative Coordinator will also provide project support for the Faculty’s community initiatives and ensure the availability of necessary documentation, resources and information to all stakeholders involved in the initiatives. Responsibilities include: Community Connections: - coordinate logistics for implementing community experiential initiatives - track budget vs actual expenses for the community experiential initiatives, prepare and present reports to the Dean and the Director of Administration - provide administrative support for donor and alumni events - monitor and report on restricted and endowment funds in collaboration with the Senior Development Officer and the Finance Assistant - schedule meetings and appointments in Outlook Calendar for the Dean Internal Communications: - assist with the implementation of the Faculty intranet portal - coordinate general internal communications to the faculty and staff Office Administration: - coordinate the receipt of mail and deliveries - oversee the logistics of office and studio moves - manage keys, door codes and card access for faculty, staff and students - coordinate facilities requests for classroom, teaching and rehearsal spaces - assist with supplies ordering and submit facilities management work orders - monitor photocopiers and update photocopy codes - maintain accurate records and documentation in personnel files Health and Safety: - support the faculty and staff with administration of health & safety protocols - assist with health & safety inspections - coordinate staff health & wellness initiatives Qualifications: **Education**: Undergraduate Degree in Music Administration, or Communications, or equivalent **Experience**: 3 years of administrative experience in an office environment Skills, Abilities & Expertise: - Knowledge of general office procedures, financial budgeting and principles and Human Resources principles and practices - Ability to ensure expenditures and resources are within allotments, and to make appropriate modifications when required - Verbal communication skills to translate information into easily understood terms, summarize information, and provide a rationale for action - Communication skills with an ability to complete detailed analytics and reports - Ability to work in a manner that models best practices in confidentiality standards - Ability and willingness to employ a consultative and collaborative approach to addressing issues and making decisions - Customer service skills to understand customer needs and expectations, with a desire to deliver helpful and reliable service to the University community - Detail-oriented with an ability to function and process information with high levels of accuracy - Commitment to ongoing professional development with a desire to take on new challenges - A well-defined sense of diplomacy, including solid negotiation and conflict resolution skills - Ability to work in a fast-paced environment, meet tight deadlines and adapt to changing p