Administrative Coordinator, STAC

Selkirk College
Posted 14 days ago
$34.99 per hour
Part Time,

Job Description

Reporting to the STAC Department Head and utilizing a service excellence approach, this position will be responsible for providing effective and efficient administrative and coordination support with respect to the delivery of multiple projects, business development initiatives, and communications initiatives.

The incumbent’s responsibilities include administrative and coordination support for all aspects of STAC’s operations – including liaising with internal service departments; maintaining and gathering confidential information; maintaining administrative, information and tracking systems; preparing and editing key STAC communications.

The STAC Administrative Coordinator will also assist with the preparation of contracts and financial reports – including initial financial review in preparation for Research Officer analysis.

Main Duties and Responsibilities

  • Responds to inquires from staff, students, program partners and the public.
  • Provides administrative and coordination support to STAC staff as necessary.
  • Tracks STAC metrics, including student EDI, program affiliation and engagement, for funder reporting.
  • Solicits information from research teams, gathering content to develop, maintain and monitor 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, STAC communications plan, social media management to support STAC 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 the 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.
  • Works with the Finance department on Payables and Receivables.
  • Manages monthly Point of Sale reconciliation.
  • 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 STAC 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:
    • o Regular review of Toggl records against project agreements and budgets to ensure compliance and accuracy, and
    • o Working with team to correct 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 STAC documentation in compliance with the College’s policies relating to records and retention.
  • Responsible for ensuring the STAC’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 funder reconciliation/invoicing: 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:
    • o Recruiting efforts, marketing collateral design and advertising,
    • o CEWT new course request, and
    • o Coordinates with IT Services and Campus Management to ensure facility and equipment requirements are met.
    • o Communication with faculty, participants and/or funders as necessary.
  • Reviews STAC timesheets prior to Director approval to ensure accuracy, alignment with Toggl 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 STAC/college responsibilities and engagement opportunities.
  • Submits purchase requisitions, orders materials/equipment and allocates inventory as needed.
  • Performs other related duties as assigned by the supervisor.

Skills, Knowledge, and Abilities

  • Demonstrated proficiency in Office 365 (particularly Word, Excel, and email) and web content management.
  • 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 STAC and/or College initiatives.
  • Ability to demonstrate flexibility and adaptability in response to change.
  • Excellent customer service skills.

Education and Experience

  • Bachelor’s 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.
  • Experience with Sharepoint and Power Automate workflow an asset.
  • Experience with online funder claim and reporting platforms is required.
  • Experience supporting safety and facilities management in an advanced manufacturing lab environment is required.
  • A combination of education and experience may be considered.

This is a temporary, part-time (50%) position commencing approximately May 13, 2024, and ending November 13, 2024, 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.

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