Senior Administrative Coordinator

Description:

• Oversees the day-to-day operations of the unit or department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures. Recommends procedural changes to improve unit efficiency, including recommendations on staff requirements. Follows up on and ensures appropriate implementation of decisions made by supervisor.

• Ensuring that all standard are met and procedures are followed, organizes, distributes and verifies the work of a small team, and participates in their training.

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

• 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 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.

• Coordinates arrangements for large and complex 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 specialized 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.

• Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment. Sells some items such as course notes and maintains cash box.