Administrative Coordinator

Prince George, BC, CA, Canada

Job Description

Posting

#25-054CU



Administrative Coordinator



Faculty of Human and Health Sciences



Regular, Full-time



https://www.unbc.ca/career-opportunities/101481/administrative-coordinator

Purpose



Reporting to the Director, Faculty of Human and Health Sciences Administration, and working closely with the Dean, Faculty of Human and Health Sciences (FHHS), the Administrative Coordinator is responsible for performing, coordinating, and implementing a wide variety of administrative duties within the Faculty of Human and Health Sciences. The Administrative Coordinator liaises extensively with various academic and administrative units on campus, and with multiple external agencies and individuals. Much of the work is confidential and sensitive in nature, therefore the incumbent must maintain an acute awareness of these issues and a high level of professionalism. The Administrative Coordinator serves as the functional supervisor of the FHHS Administrative Assistants and Hiring and Scheduling Coordinator, providing dayto-day leadership and coordination of administrative support and services to maintain standards of excellence, workload distribution, efficiency, and consistency across the Faculty. Unique within UNBC, FHHS operates under a two-Administrative Coordinator model, and each Administrative Coordinator has day-to-day accountability for a designated suite of tasks and duties within the overall responsibilities of the role. In this model, the FHHS Administrative Coordinators provide back-up for each other for vacations and in busy periods.

Responsibilities



Working closely with the Dean, FHHS, the Director, FHHS Administration, and other academic and administrative leaders within the Faculty, to oversee administrative workflow and tasks;

Coordinating effective communication, problem solving, and collaboration among the FHHS Administrative Assistants and Hiring and Scheduling Coordinator, academic and administrative services units (including Human Resources, Finance, Contracts and Supplies, Registrar, Student Affairs), across the Faculties, and other senior administrators (e.g., Office of the President, Provost) to ensure positive relationships and outcomes that support University priorities and plans;

Ensuring issues raised within the Faculty are triaged and dealt with or referred as appropriate, subsequently tracking the issue to ensure follow up and/or resolution;

Building and contributing to a quality team-based work environment;

Developing the FHHS Administrative Assistants and Hiring and Scheduling Coordinator by providing information and training, mentorship and coaching, and encouraging growth opportunities;

Initiating cross training of the FHHS Administrative Assistants and Hiring and Scheduling Coordinator to enhance the quality support provided to the academic units and the Faculty;

Supervising team performance, feedback, and celebrating achievements;

Providing guidance, coordination, and general day-to-day direction to the FHHS Administrative Assistants and Hiring and Scheduling Coordinator;

Implementing and coordinating technology solutions and best practices to optimize and streamline day-to-day operations (e.g., records management, web page updates, promotional materials);

Implementing practices to ensure that web pages are current by working with other FHHS Administrative Assistants and faculty to gather student and research stories and images;

Gathering background materials, preparing documentation and correspondence (memoranda, reports, briefing notes, motions, emails) on behalf of the Dean, the Director, and the Faculty, ensuring all outgoing materials are proofread and organized in a professional manner;

Strategically coordinating schedules and calendars to address priorities and maintain a balance of meeting and necessary work time;

Preparing materials for meetings including drafting agendas and presentation materials, information packages, records keeping and distribution of minutes, communicating committee decisions, and initiating and/or completing any required follow up;

Assisting in budget preparation, monitoring and managing expenses, reconciling credit card payments, and generating web requisitions;

Understanding the clauses and managing timelines of the Collective Agreements requirements for the purpose of coordinating and administering processes such as:

Tracking contracts and reporting (e.g. Semester Contact Hours (SCH)); Promotion and Tenure process; External Program Reviews and Accreditation Reviews on behalf of the Faculty, including liaising with and logistics planning with external reviewers; Faculty relocation reimbursements; Sabbatical requests, approvals, and reports; and,
Coordinating special functions and projects.

To Apply



The University of Northern British Columbia is committed to employment equity and encourages applications from the four designated groups (women, Indigenous peoples, persons with disabilities, and members of visible minorities) as well as the 2SLGBTQ+ communities and individuals with intersectional identities.

Persons with disabilities, who anticipate needing accommodation for any part of the application and hiring process, may contact UNBC Health & Wellbeing at employeewellbeing@unbc.ca. Any personal information provided will be maintained in confidence.

Internal applicants from CUPE Local 3799 will be given priority consideration.



Please forward your resume, cover letter and proof of education (e.g. copy of transcripts or copy of degree/diploma) and include the competition number #25-054CU in the subject line to:

Human Resources

University of Northern British Columbia

3333 University Way, Prince George, BC, V2N 4Z9

Email Submissions:

HRecruit@unbc.ca


Inquiries: (250) 960-5521

Job Types: Full-time, Permanent

Pay: $70,215.60-$73,127.60 per year

Benefits:

Employee assistance program Extended health care On-site childcare On-site gym
Flexible language requirement:

French not required
Schedule:

8 hour shift Day shift Monday to Friday
Experience:

senior administrative level: 5 years (preferred)
Work Location: In person

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Job Detail

  • Job Id
    JD2545078
  • Industry
    Not mentioned
  • Total Positions
    1
  • Job Type:
    Full Time
  • Salary:
    Not mentioned
  • Employment Status
    Permanent
  • Job Location
    Prince George, BC, CA, Canada
  • Education
    Not mentioned