Administrative Services Coordinator

Reporting to the Director, Administrative Services, the Administrative Services Coordinator is a versatile and adaptable professional responsible for providing support services of a complex nature in support of various Administrative Services departments. The incumbent is required to demonstrate exceptional organizational skills, possess strong interpersonal communication abilities, and demonstrate the capacity to navigate a wide range of responsibilities in a fast-paced work environment.

The Administrative Services Coordinator is vital in supporting efficient departmental operations, thereby enhancing services for the University community. This role regularly engages with private and confidential data, and requires a high degree of professionalism, flexibility, adaptability, and a strong commitment to delivering exceptional support across a range of responsibilities and departments.

Responsibilities

Administrative Support:

• Assist with administrative tasks such as data entry, document management, and record keeping.
• Coordinate departmental meetings, workshops, and events, including scheduling, logistics, and communication.
• Update departmental websites, social media, and forms.

Student Services:

• Serve as a point of contact for students seeking assistance with Administrative Services, including bookstore, housing, conferences, and bar services.
• Provide information and resources to students regarding available University services.

Procurement and Inventory:

• Administer procurement requests and inventory for various departments, ensuring timely ordering and delivery of supplies and materials.
• Monitor and update inventory records, facilitating efficient resource allocation.

Communication:

• Collaborate with Administrative Services department heads and staff to facilitate effective communication between departments.
• Support departmental communication to stakeholders by disseminating information regarding Administrative Services, changes, and updates.

Budget Management:

• Assist with tracking budget expenditures, monitoring and reporting on budget allocations for ancillary services within multiple departments.
• Prepare and submit expense reports and financial documentation as needed, including bank deposits.

Customer Service:

• Provide excellent customer service to students, faculty, staff and conference guests, addressing inquiries and concerns promptly and professionally.
• Handle and resolve issues related to Administrative Services effectively.

Cross-Departmental Support:

• Supplement or act as a backup for staffing requirements within multiple departments as needed, including for Housing & Conferences Assistant and Coordinator, Events & Summer Camps.
• Schedule and oversee student staff as directed.
• Assist in special projects and initiatives as required.
• Collaborate with colleagues to identify opportunities for process improvement and operational efficiency.

Compliance:

• Ensure compliance with university policies and regulations in all administrative service-related activities.
• Maintain confidentiality of sensitive information and handle data in accordance with privacy standards.
• Perform other duties as assigned.

• Bachelor’s degree, or High School Diploma and minimum of one year work experience at a post-secondary institution
• Diploma in Office Management or Executive Assistant is an asset
• Strong organizational skills with the ability to multitask and prioritize effectively
• Excellent written and verbal communication skills
• Proficiency in using office software and productivity tools
• Willingness to learn various roles and technologies within the department
• Customer-focused attitude and problem-solving abilities, with a high respect for confidentiality
• Ability to adapt to different work environments and collaborate with diverse teams
• Knowledge of University policies and procedures is an asset
• Ability to maintain the level of physical conditioning required for various positions
• Ability to lift up to 25 kg
• Ability to work flexible hours at certain times of the year
• Valid driver’s license

If you are interested in the challenges and opportunities that this position has to offer, please forward your application to: Human Resources Department, Mount Allison University, 65 York St., Sackville, NB E4L 1E4 Fax: (506) 364-2385, e-mail: hr@mta.ca Review of applications will begin on February 8, 2024.

Mount Allison is committed to diversity and inclusiveness. We encourage applications from members of racialized communities, Indigenous persons, persons with disabilities, and persons of all sexual and gender identities. We seek candidates with qualifications and knowledge to contribute specifically to the further diversification of our campus community.

At Mount Allison, we are committed to ensuring your interview experience is as comfortable and accessible as possible. If you require any accommodations or adjustments during the interview process, please do not hesitate to inform us. Your needs are important to us, and our dedicated team is here to support you.
Visit our website at www.mta.ca/employment for other employment opportunities at Mount Allison University or to register to receive e-mail notification of new opportunities.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.