Administrative, Financial and Event Coordinator

at  Carleton University

QUALIFICATIONS:

The incumbent must possess the following qualifications:

• Articulate and possess good interpersonal skills due to the high level of patron contact.
• A thorough knowledge of Windows, a spreadsheet program (e.g., Excel) and a word processing package (e.g. MS Word) as well as experience with Travel and Expense and Eshop is required.
• A thorough knowledge of the Enterprise Portal.
• The ability to take initiative, set priorities, and be able to work with a minimum of supervision is indispensable.
• Discretion, reliability, punctuality, strong interpersonal skills, confidentiality, accuracy and attention to detail are essential qualities.
• It is also important to have the necessary organizational skills to deal with varied duties and to work under pressure with high volumes in a complex environment with many competing deadlines.
• Time management/project management skills are vital.
• The ability to solve logistical problems, be flexible, have good judgement and solid decision-making in a team environment is necessary.
• A proven ability to elicit and foster trust,develop positive working relationships and work effectively with other professionals and the community at large are required leadership skills.
• It is important that the incumbent has up-to-date knowledge of fire and safety code regulations and the ability to encourage compliance by students to those regulations.

EDUCATION AND EXPERIENCE:

The above is normally acquired through:

• The successful completion of a three year post-secondary program at the college or university level in business or communications or the equivalent combination of education and experience is required.
• Minimum five years of related experience in a university environment, or equivalent, including a sound knowledge of project/time management

Reporting to the School Administrator of the Azrieli School of Architecture & Urbanism, the incumbent is responsible for a range of assignments dealing with all aspects of the functioning of the School not specifically tied to academic content. These include, but are not limited to, event planning and execution; assisting visitors with travel arrangements and reimbursements; providing administrative support to faculty members who are organizing lectures and exhibits; room scheduling and room access; coordinating between FMP, external consultants and the School during periods of building renovation; monitoring health and safety compliance, serving as the point person for updates to the School’s website, and assisting the Director with a wide range of administrative tasks.
The incumbent will also be assisting Visiting Critics and other guests with travel arrangements, reimbursements, room arrangements and processes appropriate financial transactions/documents. Provides financial support to students and student groups; process appropriate financial transactions/documents directly to students and/or guests of student run events. Assists student groups with event planning and execution. Communication liaison between the Director and key stakeholders, including alumni, sponsors, and the foundations. In coordination with the Department of University Advancement, the Dean’s Office, and the Azrieli Foundation, plans and executes outreach and fundraising events.
The incumbent must be able to function at a high level of responsiveness and effectiveness within a complex, fast-paced office environment. This is a position that often demands quick turnaround times, and therefore requires someone capable of initiative and independence in carrying out his or her work. The incumbent must have excellent interpersonal and organizational skills; be able to set priorities; and to effectively represent the School’s mission, interests, collaborative spirit and social vision to the public.