Administrative​/Project Coordinator

Job Summary

Under the general direction of the excluded Manager and with a commitment to service excellence, the Administrative/Project Coordinator provides logistical and administrative coordination to their assigned department. This highly confidential role is responsible in assisting with financial oversight, human resource coordination, project leadership and oversight of all office administration to ensure an efficient and well-coordinated office that is positioned to provide exceptional service on a consistent basis.

The position also assists in providing leadership and support on departmental and/or institutional events, annual activities and strategic initiatives.

• Provides confidential administrative support for management including but not limited to scheduling and calendar management; meeting coordination and preparation; and liaising with internal and external partners on behalf of the manager.
• Coordinates and assists the planning, development and implementation of the departmental deliverables in support of on-going institutional initiatives such as, but not limited to, Strategic Enrolment Management.
• Responsible for the coordination of special initiatives and activities, determine and develop effective procedures, develop summaries, collate and analyze complex information.
• Assists in providing leadership and administration for various projects as required, including overseeing coordination, timeline management, research, best practice identification, activity initiation, and fostering collaboration across the organization.
• Serves as a departmental lead for events, ensuring smooth execution, collaboration, and effective problem-solving for a seamless event.
• In collaboration with management, prepares and executes onboarding processes ensuring the new staff have received required orientation, equipment, and introductions.
• In collaboration with management, develops and delivers training related to departmental process changes or the introduction of new procedures.
• Develops effective project and communication strategies for department services and initiatives.
• Assists in developing and maintaining processes for records management and curating key operational and project documentation.
• Coordinates hiring processes, including the creation and submission of personnel requisitions; interview and testing setup; search committee member involvement; and participating in interview panels as necessary.
• Provides administrative support for committees, including agenda preparation, minute-taking, meeting organization, committee membership services (on-boarding, off-boarding, communication, record management).
• Creates and distributes institution-wide correspondence on behalf of the department, ensuring clarity, consistency, and adherence to institutional messaging standards.
• Prepares and distributes various documents and materials, including those that may be complex and/or highly sensitive.
• Generates regular reports to communicate key performance indicators and progress towards departmental goals.
• Transcribes, drafts, prepares and formats notes, correspondence and reports for internal and external use.
• Coordinates and assists with annual budgeting processes, proactively reviewing financials identifying areas of concern and following up as appropriate.
• Responsible for completing the day-to-day financial needs of the department including, but not limited to: c-card reporting and coding, reconciliations, journal entries, and preparing purchase requisitions.
• Triages complex and sensitive issues, prioritizing to assist the department with timely problem-solving and ensuring consistent student-centric approaches.
• Assesses, designs and implements streamlined systems and administrative procedures to support effective office operations proactively enhancing operational efficiency and cost-effectiveness while promoting a culture of continuous improvement.
• Represents the management at internal and/or community-related meetings, as required, and provides messaging from the College and collects relevant information to report back.
• Oversees work orders and service requests.
• Maintains the integrity and…