Senior Administrative Coordinator

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Gault Nature Reserve

Position Summary:
Reporting to the Administrative Supervisor, the Senior Administrative Coordinator at the Gault Nature Reserve is responsible for coordinating and supporting a variety of administrative, communication, and event-related activities. Key responsibilities include organizing events at the Gault Nature Reserve, communicating with external service providers, and ensuring high-quality service delivery. The Senior Administrative Coordinator also handles general administrative tasks, including scheduling meetings, maintaining records, and supporting financial processes.

Major Duties and Responsibilities:

Communications, Events and Service:

• Coordinates arrangements for activities and events at the Gault Nature Reserve for researchers, students and corporate groups. Arrange room bookings, logistics and event planning.

• Communicates and coordinates with external service providers to ensure a high quality of service for the general public, staff, students, school groups and academic clientele.  Participates in the training of service providers, when needed.

• Prepares set-up instructions for services and maintenance staff. Schedules services, maintenance staff and gatekeepers for related activities at GNR.

• Collects and analyzes data from the events, gathering statistics on interests and attendance.

• Prepares researchers introduction packages.

• Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports. Drafts and formats correspondence and other short documents of a complex nature ensuring proper use of grammar and correct spelling. Takes notes and types various documents such as correspondence, reports, memos.

• Sets-up AAM (area access manager in LENEL) for staff and external consultants, suppliers, contractors and visitors. Sets-up WiFi guest accounts for visitors and manages keys.

• Responsible for the communication of events (such as annual retreats, symposiums, public events, fundraising events etc.), collects and analyzes data from the events, gathering statistics on interests and attendance.

• Places orders with caterer. Orders cleaning products, catering supplies, beverages and keep track of inventory. 

General Administration:

• Supports the day-to-day operations of Gault Nature Reserve. In collaboration with the Administrative Assistant and Associate Director, participates in the development and implementation of projects, work methods and procedures. Recommends procedural changes to improve unit efficiency, including recommendations on staffing requirements.   Follows up on and ensures appropriate implementation of decisions made by supervisor.

• Acts as resource person regarding GNR 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.

• Schedules and participates in weekly GNR staff meetings.  Coordinates other meetings between Gault staff and stakeholders at McGill or from the local community.  Contacts participants, prepares relevant documentation and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.

• Acts as a resource person for software used at Gault and participates in user training across multiple tools. Resolves issues within area of responsibility and collaborates with IT support when needed.

• Maintains and updates documents and files for the unit. Maintains complex filing systems and organizes archiving.

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