Administrative Coordinator
2 months ago
The Department has an opening for a temporary Administrative Coordinator, who will be responsible for providing front-line administrative support for CCB and general department administration duties including backup support for events, HR, lab administration and finance duties.
Administrative Office Support Assists with general departmental support as needed, including calendaring, room booking, office organization, and travel arrangements for the CCB Administration offices. Manage inventory and supply for CCB Administration. Maintenance of departmental office copiers including monitoring usage, invoice payments, and communication with vendors. Organize, maintain, and archive departmental files spanning CCB HR, graduate and undergraduate student, financial, and CCB's level SharePoint site. Responsible for creating policies around information retention on shared networks and mapping access for users across stakeholder groups. Provides for smooth day-to-day flow of communications across + person director's office team and tracks follow-ups, action items. Navigates in person and hybrid schedules to bring cohesion to director's office group all staff, etc.
Special Project Management Coordinates and has direct responsibility for organizational and administrative support elements of the following CCB initiatives and programs: departmental committees and special projects including Visiting Committee, EDIB Committee, High School, Lab Skills, Summer Program, Academic Overview, and other materials requests as needed. Responsible for materials creation, cultivation, and dissemination to wide variety of constituents. Serves as principal source of information for students/faculty and staff on variety of CCB initiatives and programs often providing first line of support to any visitor to the CCB Director's office. Drafts, edits and prepares correspondence, reports and other materials on behalf of the Executive Director and senior leadership team. Drafts and edits reports and data requests from across the university. Staff and tracks action items for faculty and senior leaders on department committees and responsible for regular updates across director's office staff to ensure projects can move forward at required speed.
Finance Assists the finance team with invoice payments, purchasing and corporate card transactions; vendor set-up; non-sponsored account segment requests. Responsible for internal and external billings, including accounts receivable, credit vouchers, etc. Prepares financial reports requiring interpretation of financial policies and data. Provides department specific training to new hires on financial systems and processes including but not limited to p-card, Concur, BP, and PI Dashboard. Recommends changes to existing policies to promote greater productivity and minimizing errors. Serves as the liaison between the finance and administrative support staff.
Desired AV/Tech/Telecom/Computer CCB Point of Contact. Provides coverage for A/V set up and recording. Troubleshoots and serves as primary contact with HUIT on computer, phone and other technological issues. Responsible for CCB computer refresh program Responsible for SNOW phone system maintenance, updates, deletions Tracks AV and phone requests/needs related to onboarding and offboarding of staff Reconciles monthly phone bill with active lines to ensure resource efficiency Serves on Departmental EDIB (Equity, Diversity, Inclusion, and Belonging) Committee Contributes to CCB goals to advance EDIB priorities through effective Departmental andDirector's office cohesion and by advancing action items associated with EDIB work. Takes notes at meetings and develops system for sharing notes with department. Updates and tracks CCB accountability website for EDIB action items. Community and Wellness: Partners with AD of HR & EDIB to create and cultivate a community and wellness program for CCB. Manages logistics for wellness/community events. Minimum three () years of relevant experience in an administrative or customer service support role. Education may count towards experience requirement.
Additional Qualifications and Skills : Bachelor's degree preferred. Excellent interpersonal and verbal and written communication skills. Exceptional customer service skills. Strong analytical and problem-solving skills. Knowledge of AV systems and related technology. Computer proficiency and strong knowledge of MS Office Suite, WordPress, OpenScholar, Adobe Photoshop/Lightroom and current technologies. Procurement and/or accounting experience preferred. Strong attention to detail, ability to multi-task, and work towards deadlines. Proven ability to work independently and collaboratively as part of a team
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