Administrative Coordinator

Responsibilities

• Supervises the work activities of program assistants and provides administrative support to the program director and manager;
• Prepares reports to support decision-making; gathers and records competition result information;
• Coordinates the workflow of the program;
• Contributes to improvements in the procedures, templates and program guidelines;
• Provides support and management for projects;
• Liaises with groups outside the program;
• Coordinates employee work plans, invitations, events and meetings;
• Provides logistical support;
• Assists with the monitoring of the program budget;
• Prepares and coordinates professional services contracts;
• Proposes efficient and effective use of the budget and assists with the controlling of expenditures;
• Monitors critical paths;
• Drafts a variety of documents such as presentation material, response e-mails, letters and content for communication activities;
• Acts as the attendance designate of the program;
• Provides support for external meetings;
• Monitors, implements and updates the Canada Council’s standards and processes;
• Assists with the organization, execution and documentation of the assessment process; and
• Performs other related duties.

• Two (2) year college program, preferably in office administration, or an equivalent combination of education and professional experience related to the responsibilities of the position.

• Five (5) years of experience in the administrative or secretarial field.
• Previous supervisory experience.

• Knowledge of the arts and arts funding would be an asset.

• Solid skills with modern office technology, equipment and software.
• Ability to prepare reports and responses to sensitive or complex issues.
• Ability to organize and prioritize tasks and to work with multiple strict deadlines.
• Solid supervisory and project management skills.
• Strong financial and administrative skills.
• Attention to detail and high level of accuracy.
• Excellent analytical, problem solving, interpersonal and communication skills.
• Excellent initiative, judgment and ability to provide credible advice.
• Exceptional tact, discretion and ability to deal with sensitive and confidential matters.

This position requires the use of both official languages. The requirements in the second official language are:

• An advanced level in reading comprehension(C)
• An intermediate level in writing(B)
• An advanced level in oral (C)