Administrative Coordinator

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Time Type:
Full time

Employment Type:

Permanent

Hiring Range: $56,494.16 - $70,617.70

The Administrative Coordinator provides administrative and operational support to the Director, Administrative Officer, Executive Assistant, and the School of Optometry and Vision Science. This role ensures the efficient coordination of the Director’s Office, supports academic and strategic initiatives, and contributes to the effective delivery of administrative services across the School. The position facilitates communication, maintains critical records and processes, and supports faculty lifecycle activities, events, and facilities coordination to achieve the School’s academic, research, and operational objectives.

• Assist the Executive Assistant in maintaining the Director’s schedule, including coordinating meetings, prioritizing requests, and handling confidential matters
• Prepares agendas, documentation, correspondence, and meeting minutes to support decision-making and follow-up
• Maintains electronic platform (eg. SharePoint) where best practices and relevant guidance documents are shared with faculty and staff, at the direction of the Executive Assistant
• Provide administrative support for program reviews, including requesting data and preparing and summarizing statistical reports
• Assists in the preparation of documentation and presentations for internal and external audiences related to the School
• Responsible for maintaining an accurate and up-to-date record of all Optometry personnel
• Supports faculty recruitment, appointments, tenure and promotion, and sabbatical processes as required with direction from the Executive Assistant

• As first point of contact, responds promptly and professionally to in-person, email, and telephone inquiries; directs inquiries to appropriate people/departments, manages shared email inboxes
• Maintains an up-to-date listing of contacts and term contact lists for Optometry
• Purchases and maintains office supply inventory using department purchasing card and Wat Procure
• Distributes daily mail to faculty, staff, and students and prepares shipping documents as required
• Supports the leadership team on special projects as needed
• Supports the academic team with administrative processes (eg, exam printing and pick-up, student key distribution, etc.)
• Maintains the meeting room calendars and resolves any booking conflicts within the school

• Reports and tracks all building maintenance issues to Plant Operations and arranges for building repairs and maintenance as necessary
• Maintain and monitor the door schedule for the School & liaise with IST to keep them informed of events and changes to school access hours
• Issue key permits to incoming faculty/staff/students and visitors, and record/manage permit data to ensure accurate tracking and compliance with Key Control procedure
• Manage key and fob assignments, including distribution and collection
• Assist the Administrative Officer with office space allocation
• Maintains an internal space inventory and room availability e-record for all office and research spaces within the building
• Primary contact for signing out Optometry van keys to students and staff for clinical placements and outreach activities
• Supports the Health and Safety Committee by…