Administrative Coordinator - Saskatoon, Canada - University of Saskatchewan

University of Saskatchewan

Verified Company

Saskatoon, Canada

1 week ago

Posted by:

Sophia Lee

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Description

Administrative Coordinator:

Primary Purpose:

The Administrative Coordinator provides confidential and high-level administrative support to initiatives led and supported by the Office of Institutional Planning and Assessment (IPA).

A large focus of the role is providing administrative support to the Provost's Budget Committee and Budget Committee Support Group, Allocating Support Centre Resources Committee, and the Fee Review Committee.

The Administrative Coordinator provides general administrative support to IPA's priorities and projects and to the analytical staff within the unit.

Nature of Work:

Reporting to the Manager, Provost and Vice-President Academic Administrative Network, the Administrative Coordinator is part of a collaborative and agile administrative team that provides support to the Provost and Vice-President Academic portfolio.

The incumbent's work encompasses a broad range of complex duties and processes that require great attention to detail.

The incumbent will effectively manage a high volume of work in a fast-paced environment with frequent interruptions, competing priorities, and conflicting deadlines.

Must be able to plan workflow to handle deadlines, peak periods and unexpected situations. Considerable discretion and diplomacy are essential as the position is privy to complex, sensitive, highly confidential information.

A high degree of professionalism is required to support collegial decision making, to maintain positive and effective working relationships with university governing bodies and administrative offices, and in support of senior leaders of the university.

The work is fast-paced and cyclical, requiring expert understanding and management of university business, decision processes and committee workflows.

Typical Duties or Accountabilities:

Responsible for supporting the Provost's Budget Committee, Budget Committee Support Group, Allocating Support Centre Resources Committee, Fee Review Committee, and any additional committees as assigned.
Ensures appropriate information and materials are provided to committees; maintains meeting schedules, meeting records, decision records and recordkeeping systems; drafts correspondence and reports, tracks decisions, action items and outcomes, and communicates results; and supports proponents and the development of requests for decision as needed.
Periodically reviews supporting processes and systems for effectiveness and identifies opportunities for improvement. Background research, briefing notes and other materials are prepared as needed for IPA, the Provost, the Deputy Provost, and the supported committees.
Establishes and maintains positive and productive working relationships on behalf of IPA to support the coordination of work and regular liaison with the Committee Secretaries of the Board of Governors, colleges and schools, and other senior administrative units of the university. Effectively represents the Provost, the Deputy Provost, and IPA in all contacts initiated on their behalf. Exercises a high level of independent good judgment.
Provides effective administrative support and coordination to assist initiatives led by Institutional Planning and Assessment including scheduling meetings and preparing and distributing materials and associated logistics.
Provides administrative support and coordination to the Academic and Unit review processes.
Provides support for IPA managed funds including financial reconciliation and processing journal vouchers.
Ensure effective administrative support to the IPA analytical staff by assisting with larger and complex meetings and events.
Provides support in coordinating and preparing logistics for large meetings and events.
Performs general administrative support including, but not limited to photocopying, printing, filing, ordering supplies, maintaining equipment, making travel arrangements, processing invoices and claims for reimbursement.
Ensures compliance with established policies, protocols, decision making processes, and best practices.
Exercises sound judgment, confidentiality, and discretion.
Contributes to a healthy, fun, respectful, collegial, and productive working and learning environment within the portfolio
Monitors and effectively manages vacation usage to ensure fiscal liabilities for the university are reduced
Other duties as required

Education:
Post-secondary certificate or diploma in office administration or equivalent from a recognized college or technical school. An equivalent combination of education and experience may be considered.

Experience:
Three to five years of administrative experience, preferably with experience supporting executive members in a large organization. A combination of education and experience will be considered.

Department:
Provost and VP Academic

Status:
Permanent

Employment Group:
Exempt

Full Time Equivalent (FTE): 1.0

Salary:
The salary range, based on 1.0 FTE