Job Opportunities in Canada

Administrative Coordinator Selkirk Innovates

Main Duties and Responsibilities

• Responds to inquires from staff, students, program partners and the public;
• Provides administrative and coordination support to department staff as necessary, including onboarding support for student interns;
• Tracks departmental metrics, including student EDI, program affiliation and engagement, for funder reporting;
• Solicits information from research teams, gathering content to develop, maintain and monitor department website content and/or provide to third parties upon request;
• Writes, edits and publishes content in accordance with established style guides and digital/web templates, department communications plan, social media management to support department activities and successes;
• Liaises with Marketing & Communications team to coordinate supplementary photo/video content for website and social media platforms;
• Seeks opportunities to engage with College, partners and community for purpose of advancing DARI relationships and awareness;
• Assists in the preparation of documents for financial processing, including RTIs, claims and financial reports as related to individual students and partner projects, including National Research Council, Tech Access, MITACS and other funding programs;
• Works with the Finance department on Payables and Receivables;
• Works with Payroll to obtain documentation necessary for funder claims, timesheet queries/errors;
• Completes student/faculty advisor applications, coordinates with related parties/funder, establishes work orders and ensures appropriate allocation of funds relating to Mitacs internship projects;
• Monitors departmental email account and responds to/re-directs incoming mail as appropriate and maintains account folders;
• Assists with tracking, review and reconciliation of high volume of project budgets through:
  • Regular review of time tracking records against project agreements and budgets to ensure compliance and accuracy, and
  • Correcting entries, work order allocations and errors as necessary to align with individual project budgets and funder requirements;
• Responsible for ensuring security, retention and destruction of department documentation in compliance with the College’s policies relating to records and retention;
• Responsible for ensuring the department’s compliance with the College’s privacy policy and procedures, including necessary vendor research and analysis for preparation, communication and annual review of PIAs;
• Assists with preparation of draft employment contracts and collaborates with relevant departments to successfully hire, onboard, and support staff;
• Supports client invoicing including POS, funder reconciliation, and working with the Finance team to ensure invoices are paid;
• Accurately maintains database of projects, funder and partner contributions, project documentation and milestones, and community contacts;
• Supports the implementation and execution of new training offerings:
  • recruiting efforts, marketing collateral design and advertising,
  • CEWT new course request, and
  • coordinates with IT Services and Campus Management to ensure facility and equipment requirements are met;
  • communication with faculty, participants and/or funders as necessary;
• Reviews and inputs time as needed for department timesheets prior to Director approval to ensure accuracy, alignment with time tracking entries, contract requirements and project codes, and coordinates with stakeholders as necessary;
• Prioritizes workflow through a level of overall awareness of all projects and workload management;
• Maintains positive relationships with colleagues and other members of the College staff;
• Develops and promotes ideas for improved service and efficiency, and encourages teamwork;
• Positively and actively participates in department/college responsibilities and engagement opportunities;
• Submits purchase requisitions, orders materials/equipment and allocates inventory as needed; and
• Performs other related duties as assigned by the supervisor.

Skills, Knowledge, and Abilities

• Demonstrated proficiency in Office 365 (particularly Word, Excel and email)
• Excellent written and verbal communications skills
• Excellent interpersonal relationship and collaborative skills
• Excellent analytical, prioritization and organizational skills
• Demonstrated success as a team member and working autonomously
• Excellent attention to accuracy, detail, process and confidentiality
• Ability to work in a high-pressure environment that requires proficiency in multitasking, prioritizing, and meeting deadlines
• Ability to contribute to Department and/or College initiatives
• Ability to demonstrate flexibility and adaptability in response to change
• Excellent customer service skills

Education and Experience

• Bachelor Degree in Business, Finance, or other relevant area of study
• Minimum 3 years related experience
• Sound knowledge of financial and accounting processes with ability to interpret financial data
• Experience working in a dynamic environment involving problem solving, process development, and reporting
• A combination of education and experience may be considered

This is a temporary, part-time (60%) position commencing approximately September 23, 2024, and ending March 21, 2025, with the possibility of extension. The salary is pay grade 10 - $34.99 per hour (subject to JE Review) - in accordance with the PPWC Collective Agreement.