Description

The Williams Lake Administrative Coordinator is responsible for providing confidential professional, managerial, and high-level administrative assistance to the Williams Lake Campus & Regions Academic Director and Manager, Administration & Operations WL. This position supervises support staff, addresses confidential employee issues and works in a fast-paced environment.

This position is a critical contributor to the success of the executive office at the WL Campus and Regions. The Administrative Coordinator is expected to have discretion and tact and provide a positive influence in the workplace. This role requires highly developed communication and interpersonal skills, sensitivity, and judgment, as well as superior organizational and time management skills.

MAJOR RESPONSIBILITIES

• Understands operational goals and issues and provides recommendations to management for improvements
• Provide high-level administrative and clerical support to the leadership
• Works closely with management and the People & Culture department to manage employee and labour relations at the WL campus, including managing employees, hiring, approving timesheets, conducting performance appraisals goal setting, managing vacation schedules
• Supervises administrative support employees as assigned, provides developmental feedback and supports and fosters a positive culture and healthy and safe work environment
• Coordinates the recruitment processes by working with People & Culture to short-list, organize interviews, conduct reference checks, make offers
• Recruits, interviews and hires auxiliary employees in accordance with TRU hiring procedures
• Train employees in administrative support roles and coordinate training for other roles as required
• Develops and maintains working knowledge of all relevant collective agreements for decision-making and ensures processes are aligned
• Communicates upcoming initiatives and events scheduled at the WL campus or organized by TRU WL within the community to ensure leadership is informed
• Manages schedules, meetings and travel for campus leadership as assigned
• Approves the reconciliation of corporate purchasing card and travel expenses every month or as required
• Coordinates committee meetings and working groups, prepares agendas, takes minutes and follows up on action items
• Administers and participates in special projects including representing TRU at external community and region meetings, and collaborating on project reports, as assigned
• Works closely with People & Culture, Payroll, and other University Departments to manage situations in a confidential manner
• Represents the University at external engagements as requested
• Reviews course and program information for accuracy and completeness so that the information can be relied on for later processes.

REPORTS TO

Williams Lake Campus & Regions Academic Director

Requirements

REQUIRED KNOWLEDGE/SKILLS

Education and Experience

• BC Grade 12 or equivalent plus a post-secondary diploma in business or a related field, a degree is preferred.
• Minimum 5 years of progressive experience in a related setting

Skills & Knowledge

• Strong organizational, analytical, and problem-solving skills;
• Excellent interpersonal skills with the ability to deal courteously and tactfully with staff, students, and the public;
• Ability to communicate effectively, verbally and in writing;
• Ability to maintain confidentiality and professionalism.
• Strong organizational abilities with the ability to multi-task and work in a fast-paced environment
• Strong interpersonal skills to work strategically and cooperatively with others at all levels of the organization
• Ability to prioritize competing responsibilities and tasks
• Ability to work independently on tasks and projects