Administrative Coordinator

at  Western University

ABOUT WESTERN

Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the “Western Experience” - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

ABOUT US

The Student Experience Portfolio inspires all learners to ignite extraordinary change in the world, and supports the whole learner’s growth through programs, services and experiences that foster well-being, build connections and develop skills.Guided by our mission, the University’s strategic frameworks, and contemporary research, and practice in our profession, Student Experience will shape learning by focusing our programs and initiatives around the five elements of personal and intellectual wellbeing that enable students to thrive in University:

• Engaged Learning – a measure of the degree to which students are meaningfully processing what happens in class, energized by what they are learning, and continuing to think about it outside of class
• Academic Determination – a measure of students’ goal-directedness, investment of effort, and regulation of their own learning and use of time
• Positive Perspective – a measure of students’ optimism, and explanatory style
• Social Connectedness – a measure of students’ involvement in healthy relationships and social support networks, whether on or off campus
• Diverse Citizenship – a measure of students’ desire to make a difference in the community around them, as well as their openness to differences in others

REQUIREMENTS:

Education:

• Undergraduate Degree

Experience:

Minimum Required:

• 5 years experience supporting a senior leader in a complex and fast-paced environment

Preferred:

• Experience in an academic institution

KNOWLEDGE, SKILLS, ABILITIES AND ATTRIBUTES

• Knowledge of general office procedures and with best practices for assessing, developing and implementing new business processes and procedures
• In-depth knowledge of best practices for handling sensitive and confidential information and with best practices in records maintenance
• Familiarity with event management techniques and tools and with project management methodologies
• Superior communication skills, both written and verbal, with internal and external stakeholders at all levels
• Ability to work in a manner that models best practices in confidentiality standards
• Client service skills with an ability to apply tact and diplomacy when dealing with sensitive issues and a range of personalities, motives and interests
• Detail-oriented with an ability to function and process information with high levels of accuracy
• Ability to model a compelling blend of accountability, discipline, detail-orientation, integrity, consistency and follow-through on a range of advanced executive support functions
• Excellent analytical skills, initiative, organizational & relationship skills, with attention to detail, and the ability to operate in a fast-paced environment
• Commitment to ongoing professional development with a desire to take on new challenges
• Ability to remain highly motivated, resilient, innovative, and collaborative when faced with challenges
• Computer skills with the ability to train others in system usage
• Advanced computer skills in Microsoft Office Suite and Visio
• Possess a reputation for resourcefulness with a strong sense of accountability and initiative
• Influential interpersonal skills that build positive and strong relationships at all levels of the organization
• Organizational skills to manage multiple assignments that are accurate and thorough, sometimes of a complex nature or involving competing priorities
• Problem solving skills with a sense of urgency in resolving issues and getting tasks completed
• Ability to encourage cooperation and build rapport among fellow team members
• Ability to work independently and effectively as a member of the team to achieve department goals
• Familiarity with University policies and procedures preferred

The Administrative Coordinator provides professional administrative and logistical support primarily to the Associate Vice-President (Student Experience), the office and portfolio. The Coordinator is responsible for the management of relationships with internal and external stakeholders who interact with the AVP’s and President’s office as well as coordinating, facilitating and supporting working committees, projects and programs. The Administrative Coordinator will follow-through on a range of advanced executive support functions for the Office of the AVP Leadership Team ensuring strategic outcomes are achieved with the priority of providing the best student experience at Western.

• Provides relationship management and strategic administrative support to the AVP, Student Experience who serves a large and complex internal community, as well as manages key external relationships on behalf of the University
• Liaises with internal and external stakeholders on behalf of the AVP, to coordinate activities and meetings, to ensure that outcomes are met, and issues are resolved in a timely manner
• Manages confidential and sensitive information effectively, including complex records, mailing lists, and files for the office
• Manages leaders’ appointment schedules, organizes travel and researches information required to support meetings and projects
• Coordinates, develops and implements processes and protocols for key committees, across Campus, including but not limited to Advisory Committees, the Directors Group
• Provides coordination and support to various projects as assigned by the Director of Research Assessment & Planning to implement project / program review stages, ensuring deadlines are met, and outcomes are achieved
• Coordinates and provides support to the Director of Administration, on behalf of the portfolio, for various human resources and financial functions in adherence to all collective and employee agreements, relevant legislation, and University policies and procedures
• Hires, trains, supervises, and coordinates schedules of Interns and Work Study Students
• Ensures work study students and interns of the team are productive and engaged in their work and receive clear instructions
• Supports payroll, timesheets and other HR functions (talent acquisition) as it relates to part-time hiring in the portfolio
• Coordinates the Orientation and Onboarding Checklist for new staff to the portfolio in consultation with the Hiring Manager / Administrative Officer / Director of Administration
• Assists with purchasing of office supplies, leads resolution of building (security), key and maintenance requests for the portfolio
• Manages monthly reconciliation of P-Card / T-Card expenses for the office as well purchasing inquiries and travel
• Leads and coordinates portfolio-wide events, such as retreats, celebrations, training sessions on behalf of the office
• Coordinates activities related to and maintains effective relationships with key undergraduate (USC) and graduate student leaders (SOGS) and student groups representing student stakeholders on campus
• Manages confidential and sensitive information effectively
• Supports the office with reviewing and evaluating existing processes and provides recommendations for the purposes of increased efficiency
• Develops and maintains databases / shared network drives for tracking and gathering data and information as requested