Administrative Coordinator

Salary Range: $45,000.00 To $50,000.00 Annually

// Office of the President

Position Purpose and Summary
The Administrative Coordinator is the first point of contact for the Office of the President, setting a professional standard for the office. The main focus of this position is to provide superior administrative and office services for the members of the Office of the President’s team with the utmost integrity and confidentiality. The role requires a highly professional, detail-oriented and relational individual who can effectively manage responsibilities with discretion, sound judgement and exceptional organizational skills.

This is an on-campus position based at TWU Langley.

The dedicated and highly organized Administrative Coordinator represents the Office of the President in a professional manner to both internal and external constituencies and contributes to the efficient running of the office with a calm and friendly demeanor. This person works effectively under pressure, managing multiple tasks and meeting tight deadlines, prioritizes, works collaboratively with the team and manages workload in a fast-paced environment.

Key Areas of Accountability
Administrative Services
Works cooperatively and independently as required; anticipates and responds to both daily and future needs in a timely manner maintaining full confidentiality of all information.
Interacts in a warm, positive, gracious and professional manner with office visitors, staff, faculty, and students, ensuring the timeliness of their appointments, managing appropriate access to office members and graciously interacting as liaison for the office.
In conjunction with members of the Office of the President, assists in increasing departmental efficiency, co-ordinates and maintains the administrative systems and procedures including a readily accessible and up-to-date document management.
Manages monthly purchase and reimbursement reports as well as invoice payments, mileage and expense reimbursements for the members of the team.
Coordinates travel and conference registration for the Office of the President.
Maintains appointment calendars, arranges meetings and other appointments for both on and off-campus meetings as required.
Coordinates hospitality services including room set up and catering for meetings as requested.
Coordinates and maintains the use of the Presidential Guest suite. Responsible for scheduling the suite, communication regarding the bookings, and overseeing its general state.

Office Support
Responsible for providing superior secretarial services for the Office of the President. As directed, assists with projects as required, completing research and providing accurate professional documents.
Assists the Office of President with the coordination and preparation of special events such as board meetings, donor events and academic ceremonies, as requested.
Assists with maintaining meeting rooms and common spaces on Reimer second floor.
Assists with maintaining copiers (supplies and service calls) and coffee supplies on Reimer second floor.

General
Serves as an active team member, assisting members of the Office of the President with other duties, as required, to meet the flexible requirements of the office.
Exemplifies and models Christian virtues and lifestyle. Displays servant leadership in the performance of responsibilities and maintains a positive, pleasant, and harmonious working relationship with all on and off-campus contacts.

The Person

Skills and Abilities

Demonstrated ability to work both independently and collaboratively in a busy and challenging post-secondary environment.
Able to anticipate future needs and potential problems and has a work practise of doing whatever it takes to “get the job done” with a servant heart.
Able to assess the importance of material, prioritising and responding quickly to time sensitive needs.
Able to work in a time sensitive and confidential work environment.
Able to interact professionally with senior level leaders both inside and outside of TWU.
Highly capable and skilled in planning, organizing, prioritizing and implementing a large volume of work that meets the required timelines and deadlines.
A…