Administrative Coordinator

Description:

Under the direction of the immediate supervisor, provides administrative and secretarial support. Participates in ensuring the smooth functioning of the unit’s operations. Acts as resource person for policies and procedures. Administers unit accounts. Assists in the organization of unit activities. Responsible for documents and files of the unit. Maintains computerized information systems.

Primary Responsibilities:

• Acts as resource person regarding the unit’s policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.

• Participates in ensuring the smooth functioning of the unit. Recommends procedural changes to enable unit to function more effectively. Collaborates with supervisor and others in establishing work priorities. Follows up on and ensures appropriate implementation of decisions made by supervisor.

• Administers accounts for unit. Prepares budgets or budget proposals. 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 payments, postings, appointments, promotions, sabbatical leaves, absences, immigration forms, merit and other administrative forms. Explains procedures to follow. Ensures that deadlines are met.

• 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.

• Screens and sorts mail. 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 meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.

• Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.

• Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Acts as a resource person concerning the use of software. Explains and demonstrates the use of software, resolves problems within area of expertise, and liaises with computer resource persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.