Description:
Reporting to the Dean, the Office Coordinator provides confidential and senior level administrative support and services to the Dean, Associate Deans, staff, faculty, and students. Expecting a high volume of communication formats (emails, phone calls, in-person requests), the incumbent supports effective day-to-day operation of the School. In addition to providing exceptional customer service, the incumbent is responsible for the timely and accurate supply and maintenance of records, documents, and reports to ensure the effective and efficient operation of the department.
Duties and Responsibilities
- Primary contact for Dean, Associate Deans and department; liaison for students, faculty and staff
- Arranges, records, and maintains schedules for Dean, Associate Deans, and coordinates room bookings and hospitality arrangements
- Maintains department and program files; school budget records, assists with organization of course outline and scheduling processes
- Gathers, analyzes and summarizes necessary data and drafts reports to accommodate College requirements (e.g. faculty availability and assignments, learning spaces schedules, learning materials and additional program costs); researches, assembles, organizes, and produces materials and information for reports, meetings, and presentations
- Researches and purchases instructional and office equipment and supplies
- Provides orientation support and coordinates the arrangement and provision of related employment requirements for full and part-time faculty, staff and students.
- Maintains detailed support manual and guidelines for distribution to new staff
- Responds to requests from educational institutions, prospective students, and graduates for historical data including transcripts and course outlines or other required course documentation
- Assesses work study assignment needs, hiring, and administration
- Inputs and tracks records required for payment of wages for department staff, faculty and students and resolves internal and external problem queries
- Inputs and maintains detailed records within the Program Overview Document (POD)
Qualifications
- Superior organizational, time management, and analytical skills with a high degree of initiative in providing action and expediency
- Advanced computer/software skills including word processing, database management and spreadsheet software including MS Office Suite
- Advanced customer service skills, including interpersonal and problem-solving skills, conflict, stress management and resiliency
- An ability to apply an understanding of diversity and inclusiveness to meet the needs of a diverse student population
- Effective communication skills, both oral and written including the ability to deal with confidential and sensitive matters in a professional, diplomatic manner
- Ability to work in a team environment