Senior Administrative Coordinator

Position Summary:

Under the direction of the immediate supervisor, oversees the day-to-day operations of a unit and make recommendations to improve unit efficiency. May organize, distributes and verify the work of a small group. Authorizes and is signing authority for electronic forms and other documents related but not limited to employee salaries, benefits, pension, records and payroll. Provides comprehensive support to the organization of major conferences/meetings. Liaises with external organizations and government agencies. Responsible for documents and files of the unit. Maintains computerized information systems.

Major Duties and Responsibilities:

• Oversees the day-to-day operations of the unit or department. Recommends procedural changes to improve unit efficiency, including recommendations on staff requirements. Follows up on and ensures appropriate implementation of decisions made by supervisor.

• Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Takes notes and types various documents such as correspondence, reports, memos. Signs certain documents.

• Prepares budgets or budget proposals. Makes on-going recommendations. Administers accounts for unit. Monitors and reconciles various accounts, statements, and reports. Identifies and analyses discrepancies and errors. Corrects errors and follows up on problems. Records expenses and provides account statements on request.

• Maintains personnel files and completes documentation for payment, postings, appointments, promotions, nominations, sabbatical leaves, absences, and other administrative forms. Explains procedures to follow. Ensures that deadlines are met.

• Keeps track of enrolments, course changes, Refers problems outside of area of expertise to appropriate resource persons or official.

• Maintains supervisor’s agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.

• Provides information to callers and visitors, determines reason for call or visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.

• Prepares files attaching appropriate supporting documentation and researching information as required. Responds to requests within area of responsibility. Notes required actions and ensures follow-up.

• Schedules special meetings, contacts participants, prepares relevant documentation and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.

• Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment.

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.

Other Qualifying Skills and/or Abilities:

Proficient in Microsoft Word, Excel, and PowerPoint. Ability to liaise diplomatically with different stakeholders. Demonstrated organizational skills and ability to multi-task. Demonstrated ability to prioritize and meet deadlines, working autonomously and under little supervision. Experience working with purchasing and different suppliers. Knowledge of purchase requests, purchase orders and change requests. Knowledge of P-card reconciliation and expense report. Experience with reports and archive all the supporting documentation. Comprehension of administration tasks and setting up new employees. Ability to do data entry and update information in the internal system (contact list, budget, etc.) Ability to communicate with professionals, general contractor and other suppliers for administrative matters (invoices, dates, lists, and payments). Experience working in close collaboration with other departments such as Procurement and Accounting. Attention to detail and ability to draft, proof-read and edit document/correspondence and other material using appropriate spelling, grammar, and punctuation in English and French. Discretion in dealing with confidential information. Must be client focused, service and teamwork oriented. Knowledge of basic accounting principles. Demonstrated ability to work in a computerized environment using word-processing, databases, spreadsheets, presentation software using Outlook, Visio, and web resources. Proficient in English and French spoken and written.

DEP – Office Systems 4 Years Related Experience / DEP – Secretarial Studies

(MUNACA Level 11B) $24.21 – $33.37

33.75 (Full time)

Manager Office Process

04/27/2027

04/28/2021