Administrative Coordinator
Thunder Bay
Full-time
Permanent
Overview
The Administrative Coordinator will provide executive level administrative and operational support to the office of the University Librarian. The incumbent will be responsible for ensuring that the coordination and completion of complex administrative tasks are executed in an efficient, confidential and timely manner. Working with little supervision, the incumbent anticipates needs while managing day-to-day workflows and prioritizes various meeting requests and activities within the library portfolio. This includes numerous administrative and financial duties in support of library and archives operations across both of our campuses.
Responsibilites
- Provides confidential executive level administrative support to the University Librarian to support the daily operations of the library system which includes five libraries and the University Archives.
- Liaises with multiple departments to ensure timely communication of critical library information.
- Compiles and prepares reports on behalf of the library (e.g., Office of Institutional Planning and Analysis, Space and Capital Planning, Canadian Association of Research Libraries annual survey, and the Library Annual Impact Report).
- Manages materials and renovation budgets and coordinates purchases for libraries and archives. Purchases supplies and tracks materials usage for libraries and archives, including furnishings, equipment, technology, office supplies, cataloging supplies, preservation supplies, and photo ID supplies.
- Prepares, approves, processes, and verifies various financial reports including reconciliation of financial transactions, cheque requisitions, invoices, visa Pcard, Visa Corporate card, departmental budget transfers, travel expense reimbursements using Concur, purchase requisitions using Colleague, and resolving issues and discrepancies that may arise.
- Assists the University Librarian with all collective agreement processes described in the LUFA and COPE collective agreements, including sabbatical leave applications, merit applications, LUFA Librarians’ Travel Fund, annual activity reports, promotions and renewals, and hiring processes.
- Provides support for onboarding and orientation of new library staff, including providing training on library and university policies and procedures. Also provides training and assistance with Concur for all library staff, including the University Librarian’s direct reports.
- In collaboration with library staff, addresses ongoing maintenance and renovation needs. (e.g., issue work orders, address cleaning issues).
Qualifications
- Post-secondary education.
- Two to 5 years of progressively responsible experience in an administrative role, preferably within a library, university or college administration.
- Exceptional computer skills, including Microsoft Office (Word, Excel, PowerPoint), Google Suite and familiarity with Concur.
- Experience with agenda preparation, minute taking, and committee support.
- Experience working in a unionized environment and knowledge of university governance processes.
- Exceptional time management, project management, and organizational skills to handle competing demands.
- Ability to prioritize tasks, manage workloads, and meet deadlines.
- Excellent written and verbal communication skills.
- Ability to maintain confidentiality and exhibit high levels of professionalism.
- Ability to work independently and as part of a team.
- Superior administrative abilities with a strong sense of detail and problem-solving skills.
- Knowledge of financial regulations and practices and ability to manage a budget.
- Strong interpersonal skills and the ability to exercise tact and diplomacy when dealing with a variety of individuals and groups both within and outside the university.
- Experience in the use of office equipment/technology (e.g. printers, multi-line telephone system, photocopier, audio/video/web-conferencing technology, audio/visual equipment).
- Ability to train/teach staff on new initiatives or processes.