Administrative Coordinator, STO

Langara College

7d • CA$35 - CA$49 • Hybrid

About The Position

Reporting to the Director, Strategic Transformation Office, the Administrative Coordinator, STO serves as confidential administrative support to the Strategic Transformation Office (STO) leadership team. The Administrative Coordinator supports the development and implementation of College-wide business transformation initiatives. The Administrative Coordinator supports and coordinates cross-functional teams and project/program governance groups across the College to ensure the successful, efficient, and on-budget execution of events, initiatives, and projects. The Administrative Coordinator works with highly confidential information, relating to organizational and operational changes across the College, STO staffing, vendor relationship management and contractual matters. They are responsible for maintaining confidential SharePoint document repositories and collaboration sites, including managing security and access to these materials.

Requirements

• Bachelor’s degree preferred or minimum two-year post-secondary education such as Diploma or Associate Degree in business, project management or related field from a recognized post-secondary institution.
• Must have at least two years’ experience working in a Coordinator-type role, with responsibility for ensuring the successful completion of multiple, concurrent tasks.
• Must have at least four years of recent, related experience in progressively responsible administrative positions, preferably in a unionized environment, ideally in a post-secondary educational institution.
• An equivalent combination of education and experience may be considered.
• Experience and/or knowledge in human resources practices, budget administration, event management, project management, and business communications, a definite asset.
• Experience in scheduling, preparing agendas and minutes, basic knowledge of formal meeting protocols, and drafting complex documents in various formats.
• Considerable sensitivity to and experience in cross-cultural settings in various environments and with different cultural client groups.
• Experience working with a large enterprise system (e.g., Banner, Workday), an asset.
• Experience working in a unionized environment.
• Requires a proactive, independent, individual who takes initiative in all duties, and is comfortable finding answers to their own questions.
• Must be able to exercise sound judgement and demonstrate resourcefulness to proactively identify and respond to issues, with minimal supervision.
• Superior ability to communicate effectively, both verbally and in writing.
• Extensive interpersonal, organizational, analytical, and problem-solving skills.
• Must be organized and efficient, with an eye for detail.
• Must demonstrate follow-through to see tasks to completion.
• Must be able to handle confidential personal and sensitive information with discretion.
• Competent in utilizing effective time-management skills to complete tasks despite frequent interruptions.

Nice To Haves

• Experience and/or knowledge in human resources practices, budget administration, event management, project management, and business communications, a definite asset.
• Experience working with a large enterprise system (e.g., Banner, Workday), an asset.
• Experience working in a unionized environment.

Responsibilities

• Serves as liaison between STO and other departments within the College, including: Maintains effective and efficient communication with the personnel of the Executive Office, the Deans and Division Chairs office, and other departments. Maintains an ongoing awareness of strategic initiatives affecting other departments to ensure effective and efficient coordination of STO plans and activities. Schedules, prepares agendas and materials, records and files minutes for project and program governance groups, and coordinates STO contributions to College committees, including confidential status reporting to Executive Leadership Team (ELT) meetings. Maintains all STO communications channels, email inboxes and distribution lists. Responds to routine and non-routine inquiries ensuring effective and efficient communication between the STO and all internal and external communities. Facilitates and coordinates activities with IT, Facilities and other service departments to action departmental needs as requested and required by the STO team.
• Performs administrative duties for the Strategic Transformation Office: Assists with maintaining the calendars of the Director and Associate Directors, ensuring both scheduled and emergency meetings are considered. Schedules and organizes meetings, appointments, interviews, room bookings, catering, travel arrangements, and other scheduling priorities. Manages meeting agendas and related files, reviewing, recording, and circulating meeting minutes and ensuring timely action of all follow up items as required. Gathers and compiles data in support of STO key performance indicators. Researches, designs, and develops materials for reports, manuals, and presentations. Initiates and drafts routine correspondence on behalf of the Director or Associate Directors. Creates and updates electronic presentations on behalf of the Director or Associate Directors. Makes copies of forms and documents and distributes as required. Ensures adequate supplies, stationery and other materials are maintained and works with Facilities to resolve any deficiencies in the STO office space.
• Provides administrative support in confidential matters: Plans, schedules, and communicates onboarding and orientation activities and assists hiring leader in administratively orienting new employees to STO including College systems and processes, granting access to document repositories, ordering equipment etc. Assists the Director and Associate Directors with personnel issues and recruitment matters. Liaises with Human Resources to coordinate information using high level of discretion and good judgement. Manages STO status reporting activities, report templates and reporting schedule. Assists the Director with budget matters and liaising with Finance as needed, as well as monitors STO budget-to-actual spending and reports to Director. Assists the Director to maintain an active performance management and leadership process for all department employees. Prepares highly confidential material and correspondence with respect to all levels of College personnel such as grievance reports, disciplinary letters, contractual matters, and meetings with union representatives.
• Coordinates Special Projects: Assists the Director with the strategic and operational planning process for the STO. May serve as coordinator for special projects, including working with other departments to ensure successful execution of these projects. May contribute to project activities, such as demonstrations, testing, training, documentation, and planning as directed. May research and/or co-ordinate the collection and collation of data and compile relevant statistical information for reporting purposes. May assist in reviewing, developing, and implementing policies and best practices related to the STO. Conducts internal/external research, sources data, produces various reports, analyzes data, and summarizes finding to the Director for interpretation.
• As needed, may provide confidential administrative assistance to other Managers.
• Performs other related duties and/or projects, as assigned.

Benefits

• Extensive medical, dental, and vision coverage
• Hybrid-work program for eligible positions
• Generous vacation package plus paid time off during college winter closure (1 week in December)
• Employer paid defined benefit pension plan
• Potential eligibility for educational, training, and developmental programs
• Access to on-site daycare subject to availability
• Tuition waivers for courses at Langara College, subject to space availability
• Course/program tuition reimbursements
• Wellness classes and campus engagement events

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree