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Administrative Coordinator
City : Hamilton
Category : Other
Industry : Education
Employer : McMaster University
Hamilton, ON
Job Description for Position in TMG
Job Title:
Administrative Coordinator – Office of the Director
Reports To (Title):
Director, Housing and Conference Services
Department, Unit or Project Description:
Housing and Conference Services (HCS) supports the University’s goal “to inspire personal growth” and aligns with the overriding vision ‘educating for capability’ by creating and sustaining a distinctive living and learning environment for 4000 students across 13 residence buildings spanning 1.5 Million sq feet of campus space.
We foster a culture of community engagement, promote civility, and create an environment which contributes to students’ pursuit of learning, providing opportunities for emotional growth, well-being and the development of constructive personal skills and social attitudes.
HCS concurrently drives a positive McMaster experience for guests, alumni, staff, faculty and student by providing accommodation and event coordination which meet the highest standards of service excellence. HCS is a proud and significant ancillary contributor to the financial health of the University and the core academic and research mission of McMaster.
McMaster is in a time of explosive growth for University Housing operations as the inventory of rooms is expanding by 66% by 2025 moving from 4000 to 6100 beds. As such, the administrative needs in a currently large department are concurrently diversifying, intensifying, and expanding.
Job Summary:
The Administrative Coordinator – Office of the Director will be responsible for a wide range of administrative duties to support the Director and broader HCS 13-member Senior Leadership Team and department. This position frequently deals with very sensitive and confidential matters (student conduct, mental health, crisis, student financial information, student accommodations, parental concerns, student emergencies, public relations matters, employee salary/leaves, etc.).
The successful candidate will possess exceptional customer service skills, thrive in a fast-paced changing work atmosphere, and genuinely value contributing to a team of high functioning professionals.
Accountabilities:
Administrative Duties: Represents the Director and HCS in a front-line capacity to university departments, external stakeholders (i.e. clients, community associations, landlords, government, community organizations, and parents). Accountable for maintaining knowledge of the activities and issues of Housing and Conference Services and the University. Assesses, prioritizes, and co-ordinates the Director’s schedule, and makes travel arrangements. Provides assistance and advice to senior managers and staff reporting to the Director relating to policies and procedures of the University. Approves all payments (expense reports, vouchers, etc.) and HR documents on behalf of the Director. Creates presentation material and reporting requirements as required for Director and Senior Management Team. Provides support as needed to administer time entry for payroll. Use Mosaic and Hyperion to prepare spreadsheets and submit internal university reporting and reconciliation requests Liaises with University Privacy Office to respond inquires associated with FIPPA; compiles and submits yearly AODA compliance report Resolve complex problems within area of responsibility, consult relevant documentation, and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues. Investigates issues and determines the best solution to problems brought by various stakeholders including the community and other University departments, in keeping with University policy. Works with all of the required stakeholders including (but not limited to) McMaster Security Services, Student Support & Case Management, parents, students and so on. Seeks out relevant information and provides feedback and input from an informed University perspective. Provides administrative support to committees where the Director, HCS has membership. Reviews objectives and makes recommendations for efficient utilization of space. Maintains space inventory. Assists departments on modifications to space, renovations, security, emergency responses, etc. all the while ensuring compliance with University and government regulations and exercising of budget controls. Coordinates the implementation of moves, related to technology, telecommunications and general communication. Type correspondence, reports and other departmental material that is often specialized, highly confidential or technical in nature Maintain HR files for Director, HCS’s direct reports, responsible for coordinating mid-year and year end performance reviews, draft discipline letters. Collaborate with HR with hiring requirements for positions reporting to the Director, HCS. Maintain persona non grata files and act as the dedicated liaison to the security office and coordinate relevant records. Holds signing authority on departmental operating accounts which includes office supplies Work closely with the dedicated Financial Coordinator on a variety of financial reporting activity including requesting reports for the Director and troubleshooting. Assist with planning of departmental fiscal budget and semi-annual budget reviews. Liaise on behalf of the Director with Finance department as needed.
Event Planning Responsible for organizing a variety of events and activities such as conferences, speakers and workshops. Liaises with other key departments, staff and faculty to ensure success of events.-creates and manages event budgets. Plans all elements of functions; room booking, set up, clean up, food and refreshments, event materials, registration, marketing and invitations Confirms and coordinates schedules of guest speakers/presenters, invited honoured guests and preparation of speaker`s notes. Organize various events - retirements, employee engagement, staff retreats etc
Project Coordination: Accountable for organizing and providing project management oversite to a variety of projects led by the Director, HCS and will provide support to the Managers as needed. This includes managing timelines, creating documentation, communication and collaboration with other HCS employees and various McMaster University partners. Administers Employee time entry sheets and provides payroll support Research and collection of background information before a discipline hearing for a residence student (i.e., security occurrence reports) and maintain confidential residence discipline files, security reports etc.; draft discipline letters, delivery eviction notices
Qualifications:
Education: Undergraduate Degree in a related field
Experience: 5+ years functioning at a Snr. Administrative Assistant level responsible for decision making
Knowledge/Skills: Ability to deal with sensitive information Ability to work in a fast paced environment. Strong MS Office skills including creation of presentations and excel documents. Experience with PeopleSoft software. Exceptional organizational abilities, efficient Strong interpersonal and communication skills. Strong professional judgement and University acumen Maintains upmost confidentiality related to students and staff Maintains diplomacy and tact Has experience working with a diverse population A thorough understanding of the University structure, policies and procedures, and maintaining knowledge of campus activities is required.
Job Description for Position in TMG
Job Title:
Administrative Coordinator – Office of the Director
Reports To (Title):
Director, Housing and Conference Services
Department, Unit or Project Description:
Housing and Conference Services (HCS) supports the University’s goal “to inspire personal growth” and aligns with the overriding vision ‘educating for capability’ by creating and sustaining a distinctive living and learning environment for 4000 students across 13 residence buildings spanning 1.5 Million sq feet of campus space.
We foster a culture of community engagement, promote civility, and create an environment which contributes to students’ pursuit of learning, providing opportunities for emotional growth, well-being and the development of constructive personal skills and social attitudes.
HCS concurrently drives a positive McMaster experience for guests, alumni, staff, faculty and student by providing accommodation and event coordination which meet the highest standards of service excellence. HCS is a proud and significant ancillary contributor to the financial health of the University and the core academic and research mission of McMaster.
McMaster is in a time of explosive growth for University Housing operations as the inventory of rooms is expanding by 66% by 2025 moving from 4000 to 6100 beds. As such, the administrative needs in a currently large department are concurrently diversifying, intensifying, and expanding.
Job Summary:
The Administrative Coordinator – Office of the Director will be responsible for a wide range of administrative duties to support the Director and broader HCS 13-member Senior Leadership Team and department. This position frequently deals with very sensitive and confidential matters (student conduct, mental health, crisis, student financial information, student accommodations, parental concerns, student emergencies, public relations matters, employee salary/leaves, etc.).
The successful candidate will possess exceptional customer service skills, thrive in a fast-paced changing work atmosphere, and genuinely value contributing to a team of high functioning professionals.
Accountabilities:
Administrative Duties: Represents the Director and HCS in a front-line capacity to university departments, external stakeholders (i.e. clients, community associations, landlords, government, community organizations, and parents). Accountable for maintaining knowledge of the activities and issues of Housing and Conference Services and the University. Assesses, prioritizes, and co-ordinates the Director’s schedule, and makes travel arrangements. Provides assistance and advice to senior managers and staff reporting to the Director relating to policies and procedures of the University. Approves all payments (expense reports, vouchers, etc.) and HR documents on behalf of the Director. Creates presentation material and reporting requirements as required for Director and Senior Management Team. Provides support as needed to administer time entry for payroll. Use Mosaic and Hyperion to prepare spreadsheets and submit internal university reporting and reconciliation requests Liaises with University Privacy Office to respond inquires associated with FIPPA; compiles and submits yearly AODA compliance report Resolve complex problems within area of responsibility, consult relevant documentation, and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues. Investigates issues and determines the best solution to problems brought by various stakeholders including the community and other University departments, in keeping with University policy. Works with all of the required stakeholders including (but not limited to) McMaster Security Services, Student Support & Case Management, parents, students and so on. Seeks out relevant information and provides feedback and input from an informed University perspective. Provides administrative support to committees where the Director, HCS has membership. Reviews objectives and makes recommendations for efficient utilization of space. Maintains space inventory. Assists departments on modifications to space, renovations, security, emergency responses, etc. all the while ensuring compliance with University and government regulations and exercising of budget controls. Coordinates the implementation of moves, related to technology, telecommunications and general communication. Type correspondence, reports and other departmental material that is often specialized, highly confidential or technical in nature Maintain HR files for Director, HCS’s direct reports, responsible for coordinating mid-year and year end performance reviews, draft discipline letters. Collaborate with HR with hiring requirements for positions reporting to the Director, HCS. Maintain persona non grata files and act as the dedicated liaison to the security office and coordinate relevant records. Holds signing authority on departmental operating accounts which includes office supplies Work closely with the dedicated Financial Coordinator on a variety of financial reporting activity including requesting reports for the Director and troubleshooting. Assist with planning of departmental fiscal budget and semi-annual budget reviews. Liaise on behalf of the Director with Finance department as needed.
Event Planning Responsible for organizing a variety of events and activities such as conferences, speakers and workshops. Liaises with other key departments, staff and faculty to ensure success of events.-creates and manages event budgets. Plans all elements of functions; room booking, set up, clean up, food and refreshments, event materials, registration, marketing and invitations Confirms and coordinates schedules of guest speakers/presenters, invited honoured guests and preparation of speaker`s notes. Organize various events - retirements, employee engagement, staff retreats etc
Project Coordination: Accountable for organizing and providing project management oversite to a variety of projects led by the Director, HCS and will provide support to the Managers as needed. This includes managing timelines, creating documentation, communication and collaboration with other HCS employees and various McMaster University partners. Administers Employee time entry sheets and provides payroll support Research and collection of background information before a discipline hearing for a residence student (i.e., security occurrence reports) and maintain confidential residence discipline files, security reports etc.; draft discipline letters, delivery eviction notices
Qualifications:
Education: Undergraduate Degree in a related field
Experience: 5+ years functioning at a Snr. Administrative Assistant level responsible for decision making
Knowledge/Skills: Ability to deal with sensitive information Ability to work in a fast paced environment. Strong MS Office skills including creation of presentations and excel documents. Experience with PeopleSoft software. Exceptional organizational abilities, efficient Strong interpersonal and communication skills. Strong professional judgement and University acumen Maintains upmost confidentiality related to students and staff Maintains diplomacy and tact Has experience working with a diverse population A thorough understanding of the University structure, policies and procedures, and maintaining knowledge of campus activities is required.
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