Senior Administrative Coordinator

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Position Summary:
 

Under the direction of the immediate supervisor, the Senior Administrative Coordinator will offer comprehensive administrative support to the Dean of the Faculty of Education and the Dean’s Secretariat ensuring efficient management of the Dean’s day to day business, travel and record tracking, The incumbent will also serve as a liaison with other units and external organizations in matters related to the Dean’s Office.
 

Major Duties and Responsibilities:

• Manages the Dean’s schedule, including scheduling appointments and meetings. Proactively manages the calendar to include requirements of the Dean’s external activities and accepting meeting requests on behalf of the Dean.

• Schedules special meetings. Acts as the secretary to the following committees: Faculty Council, Faculty Council Steering Committee and the Prizes and Awards Committee and other committees when necessary. Contacts participants, prepares relevant documentation, books meeting rooms and catering. Assists with preparation of agendas. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.

• Effectively manages the Dean’s travel schedule and organizes their time as required based on an in depth understanding of the Dean’s and the Dean’s Office priorities, the political landscape, and the availability and preference of the Dean and other parties concerned.

• Anticipates needs and proactively researches and secures information to ensure that the Dean is adequately prepared in advance of meetings and has all information and documentation required to operate effectively. This includes information on scheduling, logistics, invitations, meeting materials, minutes and involves a comprehensive review of briefing and speaking notes to ensure the content is relevant, appropriate and meets the Dean’s needs.

• Provides information to email inquiries, callers and visitors, determines reason for call or visit and prepares necessary documents. Directs inquiries, callers and visitors to appropriate resource persons. Assesses the need for intervention of other resource persons and arranges appointments as necessary.

• Acts as resource person regarding the unit’s policies and procedures. Resolves complex problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.

• Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Takes notes and types of various documents such as correspondence, reports, memos.

• Maintains appropriate contact with the many units with which the Dean interacts and keeping the Dean informed of important developments, disseminating information to Chairs/Directors, faculty, professional staff or other members of the university’s senior administration on behalf of the Dean

•  Maintains and updates administrative files. Maintains filing systems and arranges for archiving.

• Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment.

• Provides help to other Dean’s Office personnel with events.

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.

Other Qualifying Skills and/or Abilities:

• Demonstrated organizational and priority setting skills with proven ability to multitask and work under tight deadlines in a fast-paced environment.

• Proven ability to compose correspondence, including minutes of meetings and to proofread documents using appropriate spelling, grammar, punctuation and formatting.

• Experience making travel arrangements and with financial tasks such expense reports, purchase order setup ( McGill Marketplace) and invoice payments.

• Must be resourceful, client focused, and service oriented with a demonstrated ability to assist senior management, take initiative and problem-solve.

• Demonstrated accurac