Williams Lake Administrative Coordinator

4 weeks ago

Williams Lake, Canada Thompson Rivers University Full time
DUTIES

The Williams Lake Administrative Coordinator is responsible for providing confidential professional, managerial, and high-level administrative assistance to the Williams Lake Campus & Regions Academic Director and Manager, Administration & Operations WL. This position supervises support staff, addresses confidential employee issues and works in a fast-paced environment. 

This position is a critical contributor to the success of the executive office at the WL Campus and Regions. The Administrative Coordinator is expected to have discretion and tact and provide a positive influence in the workplace. This role requires highly developed communication and interpersonal skills, sensitivity, and judgment, as well as superior organizational and time management skills. 


MAJOR RESPONSIBILITIES

  • Understands operational goals and issues and provides recommendations to management for improvements
  • Provide high-level administrative and clerical support to the leadership
  • Works closely with management and the People & Culture department to manage employee and labour relations at the WL campus, including managing employees, hiring, approving timesheets, conducting performance appraisals goal setting, managing vacation schedules
  • Supervises administrative support employees as assigned, provides developmental feedback and supports and fosters a positive culture and healthy and safe work environment
  • Coordinates the recruitment processes by working with People & Culture to short-list, organize interviews, conduct reference checks, make offers
  • Recruits, interviews and hires auxiliary employees in accordance with TRU hiring procedures
  • Train employees in administrative support roles and coordinate training for other roles as required
  • Develops and maintains working knowledge of all relevant collective agreements for decision-making and ensures processes are aligned
  • Communicates upcoming initiatives and events scheduled at the WL campus or organized by TRU WL within the community to ensure leadership is informed 
  • Manages schedules, meetings and travel for campus leadership as assigned
  • Approves the reconciliation of corporate purchasing card and travel expenses every month or as required
  • Coordinates committee meetings and working groups, prepares agendas, takes minutes and follows up on action items
  • Administers and participates in special projects including representing TRU at external community and region meetings, and collaborating on project reports, as assigned 
  • Works closely with People & Culture, Payroll, and other University Departments to manage situations in a confidential manner
  • Represents the University at external engagements as requested  
  • Reviews course and program information for accuracy and completeness so that the information can be relied on for later processes. 


REPORTS TO
Williams Lake Campus & Regions Academic Director

QUALIFICATIONS

REQUIRED KNOWLEDGE/SKILLS
Education and Experience

  • BC Grade 12 or equivalent plus a post-secondary diploma in business or a related field, a degree is preferred.
  • Minimum 5 years of progressive experience in a related setting 


Skills & Knowledge

  • Strong organizational, analytical, and problem-solving skills;
  • Excellent interpersonal skills with the ability to deal courteously and tactfully with staff, students, and the public;
  • Ability to communicate effectively, verbally and in writing;
  • Ability to maintain confidentiality and professionalism.
  • Strong organizational abilities with the ability to multi-task and work in a fast-paced environment
  • Strong interpersonal skills to work strategically and cooperatively with others at all levels of the organization
  • Ability to prioritize competing responsibilities and tasks
  • Ability to work independently on tasks and projects
     

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