Job Description

- Administrative CoordinatorJob SummaryThe Administrative Coordinator provides support to the President, and through the President to the Executive, various committees and General Meetings by making logistical arrangements, processing and compiling documents and performing a variety of clerical and secretarial duties. Making travel arrangements; locating and obtaining documents as needed; attending meetings and taking notes; assisting with records keeping. The job involves the provision of clerical and administrative support to assigned standing and ad hoc committees and to General Meetings. This includes word processing, the use of spreadsheet, database and desktop publishing software to produce a variety of records and documents; the performance of minor maintenance, technical and user support tasks to ensure the efficient use of computer software, hardware and other office equipment; the establishment and maintenance of filing and records systems; assisting with the purchase of office equipment and services; the performance of receptionist duties; the preparation of routine correspondence and form letters; the performance of a variety of clerical tasks as such as photocopying and mailing; the orientation of new Executive to office procedures and processes, and committee responsibilities; the provision of back up to the Financial Coordinator.Job Duties 1. Provides clerical and administrative support to assigned standing and ad hoc committees by performing such tasks as: preparing schedules; assisting with the preparation of agendas; obtaining, compiling and distributing documents; preparing and sending out notices and invitations; writing brief letters and designing form letters related to the work; arranging for catering and accommodations; preparing meeting rooms; taking minutes, preparing and distributing minutes and attachments; maintaining committee lists.2. Provides clerical and administrative support (as per item 1) to joint committees such as Labour and Management, Letters of Agreement, bargaining and contract committees.3. Provides clerical and administrative support (as per item 1) to the Annual General Meeting and Extraordinary General Meetings, member forums, other conferences as assigned by performing such duties as: assisting in planning and monitoring the event schedule; liaising with host local committee representatives; preparing and maintaining lists of delegates, guests and voting entitlements; booking facilities; arranging catering and accommodations; compiling and distributing conference packages; attending the conference and ensuring that all physical arrangements are made; taking minutes and providing staff support during the conference.4. From time to time provides limited support to Executive Officers for advanced word processing needs (i.e. formatting correspondence, reports, submissions, agendas, minutes, contract proposals, memorandums of agreement, notices, forms, tables, charts and lists; preparing indexes, title pages and footnotes, macros and mail merge).5. On the direction of the President, assists with scheduling appointments, coordinating activities, maintaining calendars/itineraries, organizing travel and accommodation arrangements.6. Orientates new Executive in general office procedures, committee responsibilities, etc. Facilitates the effective operation of the FSA office by initiating office management policy, setting up and maintaining office processes and procedures and working closely with members of the Executive to streamline processes as required.7. Greets members and visitors, and assists with their requests, exercising judgement and discretion in problem solving where possible, ensuring confidentiality when appropriate, and in notifying appropriate executive members in a timely manner.8. Organizes and arranges for all processes related to steward and joint committee elections by initiating and distributing nomination forms and ballots, and working with the Secretary-Treasurer to compile and report election results to the membership. Welcomes the newly elected members to the FSA, and provides the necessary committee resources they require.9. Proficient use of software programs such as: spreadsheet software to create and/or maintain spreadsheets such as record of office supplier and bargaining research documents; database software such as Laserfiche to create and/or maintain databases such as mailing lists and records of members, all FSA documentation; high-end graphic desktop publishing software (i.e. Adobe Suite) to key and lay out newsletters, bulletins, news releases and pamphlets.10. Creates and manages complex surveys and election polls (i.e. Survey Monkey), data collection, analysis, and reporting results.11. Operates and maintains 'as administrator' the official FSA website, Discourse Forum, Facebook page, external FSA email system, and any other social media platform.12. Designs all FSA marketing materials for the local, its membership, and all FSA events.13. Designs and publishes the Words & Vision newsletter 4 times per year.14. Participates in the purchase of office equipment and services by assisting with the determination of needs, obtaining technical information and options from suppliers, meeting with sales people and arranging for trial, delivery, installation and training; orders and maintains a stock of office stationery and supplies.15. Ensures the maintenance and efficient use of FSA computer software, hardware and other office equipment by performing such tasks as: providing minor technical and user support to Executive Officers and obtaining further technical and user support from vendors as necessary; using standard operating and utility systems such as Windows for Workgroups; learning software upgrades and providing training and assistance to others; maintaining email and voicemail systems; performing minor maintenance on photocopiers, fax machines, printers and other office equipment.16. Establishes and maintains filing systems, including computerized indexing, government publications and various other documents as requested; maintains and updates the Constitution and Bylaws and the FSA Policies, procedures, and guidelines. 17. Establishes and maintains filing systems, membership contracts, office records, confidential files, policies and procedures, government publications and other related library resource materials.18. Liaises with UFV Human Resources to maintain membership database.19. Completes and submits report forms and bylaw amendments to government agencies.20. Answers phones and ensures messages are forwarded to the appropriate person.21. Performs a variety of clerical tasks such as photocopying, receiving and distributing mail, preparing outgoing mail, preparing bulletins, newsletters and other mailings for shipping, and arranges conference calls as required.22. Maintains records of office keys and ensures office security procedures are in place.23. Facilitates continuity in President's absence, exercising initiative and judgement to ensure matters requiring immediate attention are directed to those responsible.24. Provides continuity during transfer of authority from outgoing executive to incoming executive by providing information and explaining processes and procedures.25. Works with the Financial Coordinator and Social Committee Chair to organize FSA funded social events.26. Performs the duties of the Financial Coordinator as required, and during their vacation, or leave of absence.Job Types: Part-time, Permanent, Full-time
Part-time hours: 28-35 per weekSalary: $28.80-$36.00 per hourBenefits:

• Casual dress
• Company pension
• Dental care
• Extended health care
• Tuition reimbursement
• Vision care

Flexible Language Requirement:

• English not required

Schedule:

• Day shift
• Monday to Friday
• No weekends

COVID-19 considerations:
Mask wearing optionalEducation:

• DCS / DEC (preferred)

Experience:

• Administrative: 6 years (required)

Application deadline: 2022-08-31