Job Posting date: May 1, 2024
Job Closing date: May 8, 2024
Temporary Full-Time Administrative Coordinator (June 2024 - April 2025)
35 hours per week
Summary
The Administrative Coordinator, reporting to the Administrative Services Manager, will undertake a diverse range of administrative tasks in support of senior management and the efficient functioning of the department. Responsibilities include providing direct administrative assistance to all FSU staff, managing reception duties, organizing travel arrangements, recording and distributing meeting minutes, scheduling appointments, and composing internal and external correspondence. Additionally, the role involves actively supporting the administrative functions of the Student Council, including the Executive Council. Upholding confidentiality and maintaining professional interactions with internal and external stakeholders, including Fanshawe College members and the public, is paramount. The Administrative Coordinator will also help coordinate the workload of the Office Clerk and Front Desk Coordinator. As needed, the position may encompass other relevant duties.
Job Duties
- Provide direct administrative support to all staff members, as directed by the Administrative Services Manager.
- Provide administrative assistance for the Student Administrative Council (including the Executive Council).
- Assist the Administrative Services Manager to coordinate the workload of the Office Clerk and Front Desk Coordinator.
- Maintain working schedules and engagement calendars of management, including daily appointment calendars of members of the FSU.
- Assist the Administrative Services Manager with travel schedules, travel arrangements, and reservations for staff.
- Review and prepare documents, reports, presentations, and correspondence for format, content, grammar, and spelling, making edits as necessary.
- In conjunction with the Front Desk Coordinator, produce and process minutes for various FSU and College committees.
- Work with Front Desk Coordinator to maintain adequate inventory of office supplies, maintaining office equipment warranties and status reports, reporting to the Administrative Services Manager as necessary.
- Assist the administration of programs/projects as assigned by the Administrative Services Manager including but not limited to:
a) the Student Health Plan
b) the Student Bus Pass
c) Student Clubs
d) SAC/Executive Elections, Retreats, Conferences, Transitions, and Training
e) Class Representative System
f) FSU Committee Meeting
g) Inventory and FSU swag
- Ensure the FSU website is updated accordingly.
- Maintain a high level of confidentiality in all interactions.
- Maintain a professional image and demeanor with all employees, management, executives, members of the College, and visitors at all times.
- Occasional travel may be required to various FSU locations.
- Other duties, relevant to the position, shall be assigned as required.
Requirements
- Post-secondary diploma in an administration field or equivalent.
- A minimum of 4 years' experience in an administrative role is required.
- Thorough understanding of office procedures and practices.
- Exceptional attention to detail.
- Proficiency in compiling and analyzing data.
- Demonstrated ability to create, compose, and edit written materials.
- Proficient in using various office equipment and software, including Microsoft Office Suite (Excel, PowerPoint, Word, and Outlook).
- Strong interpersonal and communication skills, both written and verbal.
- Ability to collaborate effectively with a diverse range of stakeholders, both internal and external.
- Outstanding customer service skills.
- Resourceful and adaptable.
- Proven organizational and time management abilities.
- Capability to make administrative and procedural decisions, particularly on sensitive and confidential matters.
- Excellent attendance record.