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- queensu.ca
Description
A Brief Overview
The Administrative Project Coordinator provides coordinated administrative and project support to senior staff in the Office of the University Registrar (OUR), including the University Registrar (UR) and the Executive Assistant.
This role manages complex calendars and communications, coordinates meeting logistics and minute-taking, and handles confidential materials related to human resources, and governance matters. The Coordinator monitors and advances central unit activities, prepares and distributes reports and meeting materials, generates project tracking documents, and supports day-to-day office operations to ensure efficient and professional service to internal and external stakeholders.
This position acts as the first point of contact, and coordinates activities for senior staff in the department and/or unit including arranging meetings, preparing correspondence, minute taking, and meeting logistics. This position reviews reports and disseminates information to stakeholders and senior staff. This position coordinates central activities within the department and/or unit, and monitors and follows-up with staff to confirm activity progression. This position also prepares and generates financial reports for the department and/or unit.
What you will do
- Acts as the first point of contact for the department and frontline resource and contact person for senior staff.
- Coordinates activities for senior staff in the department and/or unit including arranging meetings, preparing correspondence, minute taking, and meeting logistics.
- Reviews reports and disseminates information to stakeholders and senior staff. Prepares and distributes correspondence, documents, and/or reports, and maintains files.
- Plans and coordinates meetings, prepares materials, and records and distributes minutes.
- Coordinates central activities within the department and/or unit. Monitors and follows-up with staff to confirm activity progression.
- Performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.
- Prepares and generates financial reports for the department and/or unit.
- Coordinates schedules of senior staff, determines relative priorities to ensure urgent/sensitive matters receive immediate attention.
- Creates and/or maintains a variety of databases. Performs analysis and prepares reports and statistics.
- Coordinates and participates in committee meetings.
- Interprets, analyzes, and implements policies and procedures, and recommends changes.
- Other duties as required in support of the department and/or unit.
Job Requirements
Required Education
- Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.
Required Experience
- More than 3 years and up to and including 5 years of experience.
- Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).
- Experience working at a post-secondary education institution considered an asset.
- Consideration may be given to an equivalent combination of education and experience.
Job Knowledge and Requirements
- Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.
- Provide consultation and advice on non-straightforward and/or complex issues.
- Interaction with others typically requires interpersonal skills and the ability to understand and influence.
- Adapt messages to meet the needs of the intended audience.
- Build relationships, trust and credibility.
- Manage own work and may train and review the work of casual employees, work study students and/or volunteers, to see commitments through to completion.
- Contribute to setting work priorities and direction, supporting the team in achieving goals and objectives.
- Participate in project team meetings and develop individual project plans.
- Lead procedural or technological change within a unit.
- Identify new problems and seek information and input to fully understand the cause of problems.
- Identify opportunities to improve the effectiveness and efficiency of work processes.
- Draw logical conclusions and provides opinions and recommendations.
- Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.
- Commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.
