Administrative Coordinator - Education

Temporary assignment for approximately 52 weeks

The Administrative Coordinator - Education co-ordinates and provides support for a wide range of activities for the Department of Education and Learning (DEL) and Centre for Education, Learning & Simulation (CELS). This position will see extensive broadening of responsibilities as this portfolio will carry responsibility for the Director of Education & Learning which is an extensive portion of the education portfolio s is in keeping with the recent organizational changes.

• Two-year College Diploma in Office Administration through a recognized educational institution required
• Undergraduate Degree in a related discipline preferred
• Minimum two to five years of senior administrative support experience
• Experience at managing and overseeing multiple projects and initiatives
• Extensive experience managing a busy and complex office environment and must continue to meet established goals
• Demonstrated excellence in verbal and written communication. Must be able to write effective reports and summarize complex discussions.
• Must be a critical thinker and have the ability to exercise excellent judgement at all times.
• Must be able to work with very little to no supervision, be self-motivated with excellent analytical and prioritization skills.
• Must display diplomacy and tact at all times.
• Must be a “team” player and assist when required.
• Must be able to deal effectively with every changing dynamics.
• Must be able to “change track” on a moment’s notice and prioritize assigned tasks.
• Strong interpersonal and customer service skills and ability to appreciate the confidential nature of the position.
• Advanced knowledge of Microsoft Office Suite of products.

• Supports various projects for VP Education. Ensures proper and timely follow through of all issues related to administration of hospital services which includes working in association with Director of Education & Learning to ensure that timelines are met and any project support is offered.
• Managing office and portfolio of the Director of Education & Learning which includes booking meeting times and location, the compilation and distribution of the agenda packages and minutes.
• Compiles communication such as calendar management, committee organization, meeting bookings, catering, registration and coordination of logistics for travel and accommodation, expense, budget and mileage tracking, room bookings for Director of Education & Learning.
• Assists with various committees and acts as a resource. Takes meeting minutes and notes, track and follow up on action items. Communicates feedback to the appropriate parties.
• Compiles communication including letters, correspondence, flowcharts and diagrams. Extensive use of Excel for preparation of advanced spreadsheets.
• Prepares presentations in PowerPoint.
• Provides administrative support to VP Ed Managers; organizing meetings, preparing presentations, sending out agendas, any ad-­hoc project work.
• Maintain and improve processes for ongoing complex file management including both soft and hard copy.
• Must have excellent written and verbal communication skills. Must be able to appropriately read and analyze memos, submissions, and reports to determine significance and plan for appropriate follow up.
• Compiles job performance appraisals, collates performance review materials and supports job recruitment tasks as requested.
• External room bookings – research and price comparison based on room size as requested from various portfolio areas.
• Obtain quotes for procurement and finance process when required from various portfolio areas.
• Coordinate and order furnishings for offices as required/requested for Administration or portfolio areas.
• Project documentation, scanning, electronic filing, copying stacks of documentation when required.
• Provides support when requested to redevelopment, building services and west 5th redevelopment and facility management. Support would include researching, procurement and finance process of various “one off” purchases as requested.
• Provides information and follow up to SJHS Corporate Office when requested.