Administrative Coordinator

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This position is situated in the Dean’s Office of the Faculty of Engineering. This is a permanent, full-time position with a 5-day per week presence on-campus.

Position Summary:

Under the direction of the immediate supervisor, provides administrative and secretarial support. Participates in ensuring the smooth functioning of the unit’s operations. Acts as resource person for policies and procedures. Administers unit accounts. Assists in the organization of unit activities. Responsible for documents and files of the unit. Maintains computerized information systems.

Major Duties and Responsibilities:

• Acts as resource person regarding the unit’s policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.   
• Participates in ensuring the smooth functioning of the unit. Recommends procedural changes to enable unit to function more effectively. Collaborates with supervisor and others in establishing work priorities. Follows up on and ensures appropriate implementation of decisions made by supervisor.     
• Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Takes notes and types various documents such as correspondence, reports, memos. Signs certain documents.      
• Monitors and reconciles various accounts, statements, and reports. Identifies and analyses discrepancies and errors. Corrects errors and follows up on problems. Records expenses and provides account statements on request.     
• Maintains personnel files and completes documentation for payment, postings, appointments, promotions, nominations, sabbatical leaves, and absences, and other administrative forms. Explains procedures to follow. Ensures that deadlines are met.                  
• Maintains supervisor’s agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.        
• Provides information to callers and visitors. Determines reason for call or visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.             
• Screens and sorts mail. Prepares files attaching appropriate supporting documentation and researching information as required. Responds to requests within area of responsibility. Notes required actions and ensures follow-up.
• Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.              
• Coordinates arrangements for events. Makes travel arrangements.
• Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. 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. 
• Uses standard office equipment such as personal computer, typewriter, calculator, photocopier and fax machine.

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.

Additional Details:

This position requires a full-time, 5-day per week presence on campus

Other Qualifying Skills and Abilities:

We are seeking a cheerful and hospitable team player. Highly organized and client-focused with a strong sense of diplomacy and can-do attitude. Maintaining Dean’s and Director of Administration’s calendars require strong ability to prioritize. Demonstrated ability to clearly transmit and receive confidential information. Prior work experience as a receptionist, ideally in a university setting. Ability to adequately balance multiple events / hospitali