Administrative Coordinator

**Temporary Full-Time Administrative Coordinator - (8-12 month contract)**

**Summary**

The Administrative Coordinator will be responsible for a wide variety of administrative duties in support of the Assistant General Manager (AGM) and other senior management members. Duties include, but are not limited to direct administrative support to all FSU staff members, reception coverage, arranging travel plans, meeting minute taking and distribution, scheduling appointments and drafting both internal and external correspondence. The Administrative Coordinator is also required to maintain confidentiality and professional interaction with employees, management, members of Fanshawe College, and the public. The Administrative Coordinator is also accountable for supervising and coordinating the workload of the Receptionist. Other duties, relevant to the position, shall be assigned as required.

**Job Duties**
- Provide direct administrative support to all members of staff, as directed by the Assistant General Manager (AGM);
- Supervise and coordinate the workload of the Receptionist;
- Provide administrative assistance for the Student Administrative Council (including the Executive Council);
- Maintain working schedules and engagement calendars of management, including daily appointment calendars of members of the FSU;
- Assist the AGM with travel schedules, travel arrangements, and reservations for staff;
- Coordinate the logístical aspects of team programs, presentations, meetings, seminars, workshops, special projects, and various events;
- Review and prepare documents, reports, presentations, and correspondence for format, content, grammar, and spelling; making edits as necessary;
- In conjunction with the Receptionist, produce and process minutes for various FSU and College committees;
- Oversee Receptionist duty of maintaining adequate inventory of office supplies, maintaining office equipment warranties and status reports, reporting to the AGM as necessary;
- Assist/support the administration of programs/projects as assigned by the AGM to include (but not limited to):
a) the Student Health Plan
b) the Used Book Shop
c) the Student Bus Pass

d) Student Clubs
e) SAC/Executive Elections, Retreats, Conferences, Transitions, and Training
f) Class Representative System
g) FSU Committee Meetings
h) Inventory and FSU swag orders
- Ensure the FSU website is updated accordingly
- Maintain a high level of confidentiality in all interactions;
- Maintain a professional image and demeanor with all employees, management, executives, members of the College, and visitors at all times;
- Occasional travel may be required to various FSU locations;
- Other duties, relevant to the position, shall be assigned as required.

**Requirements**:

- Secondary School Diploma required.
- Post-secondary degree/diploma in Business or Office administration, or relevant discipline required.
- Minimum 4 years’ experience in an Administrative role required.
- Strong knowledge of office procedures and practices.
- Keen attention to detail.
- Ability to compile and analyze data.
- Ability to create, compose, and edit written materials.
- Proficient use of various office equipment and office based software including Microsoft Office Suite (Excel, PowerPoint, Word, and Outlook).
- Strong interpersonal and communication skills (both written and verbal)
- Ability to work effectively with a wide range of stakeholders, both internal and external.
- Superb customer service skills.
- Resourceful and flexible.
- Proven organizational and time management skills.
- Ability to make administrative and procedural decisions and judgements on sensitive, confidential issues.
- Excellent attendance record.

**Work Conditions**
- Busy office setting.
- Manual dexterity required to use desktop computer and peripherals.
- Interacts with public at large.
- Ability to conduct and attend presentations.
- Sitting for long periods.
- Repetitive work.
- Some travel required.
- Occasional evening hours may be required.