Administrative/Project Coordinator

Job summary

The role provides high-level administrative and logistical coordination, including financial oversight, HR support, and project leadership for a college department. Key duties involve managing executive calendars, coordinating institutional events, and streamlining office operations to ensure service excellence.

Job details

Job Summary Under the general direction of the excluded Manager and with a commitment to service excellence, the Administrative/Project Coordinator provides logistical and administrative coordination to their assigned department. This highly confidential role is responsible in assisting with financial oversight, human resource coordination, project leadership and oversight of all office administration to ensure an efficient and well-coordinated office that is positioned to provide exceptional service on a consistent basis. The position also assists in providing leadership and support on departmental and/or institutional events, annual activities and strategic initiatives. Specific Duties Provides confidential administrative support for management including but not limited to scheduling and calendar management; meeting coordination and preparation; and liaising with internal and external partners on behalf of the manager. Coordinates and assists the planning, development and implementation of the departmental deliverables in support of on-going institutional initiatives such as, but not limited to, Strategic Enrolment Management. Responsible for the coordination of special initiatives and activities, determine and develop effective procedures, develop summaries, collate and analyze complex information. Assists in providing leadership and administration for various projects as required, including overseeing coordination, timeline management, research, best practice identification, activity initiation, and fostering collaboration across the organization. Serves as a departmental lead for events, ensuring smooth execution, collaboration, and effective problem-solving for a seamless event. In collaboration with management, prepares and executes onboarding processes ensuring the new staff have received required orientation, equipment, and introductions. In collaboration with management, develops and delivers training related to departmental process changes or the introduction of new procedures. Develops effective project and communication strategies for department services and initiatives. Assists in developing and maintaining processes for records management and curating key operational and project documentation. Coordinates hiring processes, including the creation and submission of personnel requisitions; interview and testing setup; search committee member involvement; and participating in interview panels as necessary. Provides administrative support for committees, including, agenda preparation, minute-taking, meeting organization, committee membership services (on-boarding, off-boarding, communication, record management). Creates and distributes institution-wide correspondence on behalf of the department, ensuring clarity, consistency, and adherence to institutional messaging standards. Prepares and distributes various documents and materials, including those that may be complex and/or highly sensitive. Generates regular reports to communicate key performance indicators and progress towards departmental goals. Transcribes, drafts, prepares and formats notes, correspondence and reports for internal and external use. Coordinates and assists with annual budgeting processes, proactively reviewing financials identifying areas of concern and following up as appropriate. Responsible for completing the day-to-day financial needs of the department including, but not limited to: c-card reporting and coding, reconciliations, journal entries, and preparing purchase requisitions. Triages complex and sensitive issues, prioritizing to assist the department with timely problem-solving and ensuring consistent student-centric approaches. Assesses, designs and implements streamlined systems and administrative procedures to support effective office operations proactively enhancing operational efficiency and cost-effectiveness while promoting a culture of continuous improvement. Represents the management at internal and/or community-related meetings, as required, and provides messaging from the College and collects relevant information to report back. Oversees work orders and service requests. Maintains the integrity and confidentiality of sensitive information as per privacy legislation. Participates on College committees as requested. You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners and communities. You will promote a positive work atmosphere and communicating in a professional manner that demonstrates mutual respect with students and colleagues. Other duties as assigned. Skills & Qualifications Recognized two (2) year diploma in Office or Business Administration or other relevant field of study 4 years or more experience at a similar administrative level; or an equivalent combination of education and experience may be considered Excellent knowledge of relevant office procedures and practices with attention to detail as required for the planning, implementation and evaluation to various reports and projects. Proficient in appropriate technological resources including the following areas: Word processing and publishing Spreadsheet construction and application E-mail, Internet and basic knowledge of Web development Project management training or experience is an asset. Excellent interpersonal skills. Ability to work independently and prioritize effectively to meet demanding work schedules and deadlines in a positive manner, and usually beyond the control of the position. Ability to represent the College effectively and work with discretion, diplomacy and judgement. Demonstrated commitment to service excellence, and the ability to articulate an appropriate service-oriented philosophy. Proven ability to gather, analyze, integrate and summarize complex and varied material, and to provide accurate, complete and current information and advice on short notice. Demonstrated excellent oral and written communication skills, including ability to produce short project information and data summaries. Experience writing reports and proposals preferred. Demonstrated initiative to stay informed about organizational changes, initiatives and opportunities. Demonstrated critical thinking and analysis/feedback skills. Ability to work independently and prioritize effectively to meet demanding work schedules and deadlines, usually beyond the control of the position. Proven ability to develop and maintain positive working relationships. Ability to maintain confidentiality. Ability to work positively in a busy, demanding environment. Demonstrated understanding of the post-secondary education system, including student-centredness, service-focused, institutional operations, community connectedness, the BC post-secondary landscape.

What you’ll do

The role provides high-level administrative and logistical coordination, including financial oversight, HR support, and project leadership for a college department. Key duties involve managing executive calendars, coordinating institutional events, and streamlining office operations to ensure service excellence.

Requirements

Candidates must have a two-year diploma in Office or Business Administration and at least 4 years of similar administrative experience. Proficiency in office technology and a strong understanding of the post-secondary education landscape are required.

Listed skills

• Project management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Coordination
• Project Management
• Financial Oversight
• Human Resource Coordination
• Calendar Management
• Event Planning
• Onboarding
• Records Management
• Budgeting
• Report Generation
• Minute-taking
• Interpersonal Skills
• Critical Thinking
• Confidentiality
• Word Processing
• Spreadsheet Application

Job areas

• Administrative
• Education
• Management & Leadership
• Human Resources
• Finance & Accounting