Coordinator, Administrative

Provide timely and accurate administrative support. Using advanced computer skills and strong organization abilities, aid in the efficient day-to-day operation of the team/department. May provide leadership and coaching to support staff. Act as liaison between divisions/departments, outside vendors.

• Research, review/prepare and organize correspondence, presentations, service requests, contracts, reports, e-mails, spreadsheets, files, website and/or newsletter.
• Schedule meetings, conference calls and other events; calendar maintenance.
• Maintain minutes of meetings, may track issues/grievances.
• Respond to general inquiries and requests for information, handle complaints and issues or direct to appropriate person.
• Assess risks and impact of errors, recommend, develop and implement administrative processes/performance improvements.
• Perform budget tracking, advanced data entry tasks, time reporting on SAP.
• Track section and/or department costs/petty cash fund.
• May provide functional guidance or field supervision to junior staff. (recruit, train, schedule)
• Comply with relevant City policies.
• Provide ad hoc assistance on projects/initiatives within the unit/team.
• Use information that is stored within the unit/team and/or available without special authorization.
• Other duties as assigned.

• Graduation from a post-secondary program in administrative/business support, along with 3-5 years progressive experience in an administrative role.
• Proven experience with calendar management for senior level staff.
• Strong communication skills, both verbally and written, with the proven ability to build and manage relationships across a diverse stakeholder group (residents, employees, management and Council) while maintaining the discretion and sound judgement required to support the Director’s office.
• Excellent organization and prioritization skills.
• Advanced knowledge of Microsoft Office Suite (Word, Excel, Powerpoint) are required to accurately and efficiently format various reports, communication and other formats of documentation.