Reporting to the Controller, the Administrative Coordinator is responsible for providing organizational, administrative and secretarial support for the Controller and Financial Services Department more broadly, and for contributing to the smooth and efficient operation of the office.  This sometimes requires decisions and actions being taken without consultation when the Controller is unavailable.  The Administrative Coordinator must function with a high level of accuracy, good judgement and efficiency.  This position is highly visible and contributes to the overall effectiveness and reputation of the Financial Services Department.  The Administrative Coordinator will be required to liaise with a number of stakeholder in the University community, on administrative and governance levels, and also with the wider Kingston community. Due to the complexity of managing the Controller’s time and priorities, as well as coordinating human resources support for the entire portfolio of the Associate Vice-Principal (Finance), the incumbent is required to demonstrate effective judgment and efficiency while maintaining an exceptional level of accuracy

KEY RESPONSIBILITIES:

• Provide administrative support to the Controller; plan and maintain the schedule for the Controller to maximize the use of their time during an extended workday and occasionally over weekends; screen, prioritize and rearrange appointments; schedule and defer meetings; refer requests to others within Financial Services. Co-ordinate and provide support for meetings; prepare and circulate notices, agendas, background materials; book rooms; provide equipment. Ensure that the Controller has received the relevant materials and is prepared for all meetings to be attended.
• Ensure the timely flow of information related to correspondence/enquiries for the Controller; maintain an effective system to bring forward documents and correspondence for reply, agenda items for meetings, reports for comment, etc.; some of which is of a confidential nature.
• Provide administrative support to the Financial Services Department including scheduling meetings, providing logistical support, etc. Monitor incoming departmental emails, communication and distribute as appropriate and provide backup reception duties for Financial Services.
• Coordinate work load of receptionist, including delegating tasks as required. Promote and provide a high quality of service to the campus and the community.
• Participate in administrative planning and development of procedures or policies.
• Monitor storage within the office and coordinate shipment of documents to storage facility as appropriate and required.
• Provides confidential human resources support for the portfolio of the Associate Vice-Principal (Finance) by reviewing and updating position summaries, coordinating job postings with Human Resources, participating in the screening and interviewing process, providing input in staff selections when required, and assisting with the hiring process by initiating and completing required documentation, ensuring data is inputted into PeopleSoft and liaising with candidates and Human Resources when needed.
• Liaises with Human Resources to coordinate training and facilitate department’s understanding of employment standards, human resource procedures and requirements, union agreements, professional development opportunities and/or university policies. Ensures all departments within this portfolio human resources activities, adhere to applicable collective agreements and University policies or procedures.
• Administer departmental accounts; coordinate financial processes, process financial transactions and maintain accurate records; prepare cheque requisitions, monitor accounts.
• Prepare and process travel and other expense requisitions, employment requisitions.
• Co-ordinate physical services for the department; equipment maintenance; ensure the provision of office supplies, computers, equipment and furnishings for the office.
• Serve as departmental safety officer. Responsible for safety programs and ensuring that regulations and safety procedures are followed. Act as main communications link between the Department of Environmental Health & Safety.
• Serve as the departmental telecommunications officer.

SPECIAL SKILLS:

• Respect diversity and promote inclusion in the workplace.
• The initiative and ability to work independently and under pressure, solve problems, set priorities, meet deadlines, and maintain confidentiality; manage conflicting responsibilities.
• Excellent communications skills, both oral and written, the ability to respond to sensitive and / or controversial situations with sensitivity and good judgment.
• Ability to promote and foster a diverse team environment. Sensitivity to issues affecting performance of staff.  Commitment to employee development and safety.
• Ability to interact professionally and effectively with all levels of individuals internal and external to the University.
• Strong organizational and administrative skills to cope successfully with a high volume of work and to provide support for a variety of ongoing projects.
• Ability to maintain focus and high level of work performance in a multi-tasking, highly intensive office environment with competing demands and frequent interruption.
• Ability to think independently and analytically. Ability to examine a number of alternative possibilities and arrive at the best solution.
• High level of attention to detail and accuracy with strong analytical, interpretive and problem-solving skills.
• Strong computer and office skills, including word processing, spreadsheet, and database management. Ability to adapt to changing technology and implement new developments to increase productivity.

DECISION MAKING:

• Frequent decisions regarding management of the Controller’s schedule, including the urgency of a request, the possibility of delegating the request, using judgement to schedule/reschedule appointments in response to unexpected events.
• Handling and / or referral of incoming correspondence and phone calls to the appropriate individual for follow-up, particularly those which are time or content sensitive.
• Determines content of correspondence and other documents composed for signature.
• Daily operation decisions; resolve problems associated with the office as they arise.
• Decide how new information or changes will affect the functioning of the department; recommend changes to policy or procedure as required.
• Determine priorities within time constraints.
• Works closely with leadership team to ensure appropriate documentation and coordination of activities within department.