Administrative Coordinator, Finance

Description

Research AccountingwithinFinanceis currently seeking a Full-time RegularAdministrative Coordinator.

Reporting to the Director of Research Accounting, the Administrative Coordinator provides direct support to three Directors in Finance by organizing and coordinating department administrative procedures, services, communications, and policies. Administrative support to the Directors will involve general clerical activities such as calendar management, coordinating communications, document and expense report creation and management.

This position has a high volume of work with multiple and competing deadlines and typically works 35 hours per week, Monday to Friday.

Summary of Key Responsibilities(job functions include but are not limited to):

• Provides administrative support and general clerical assistance to the Directors including tracking staff vacation requests, calendar management, etc.
• Coordinate meetings with deans, directors and other leadership bodies where needed to ensure that department service levels are met, as well as to facilitate performance review input.
• Reconcile corporate credit cards and submit expense claims for reimbursement.
• Invoice requisition and e-procurement activities, and track payment of invoices.
• Data entry of information into U of C systems.
• Acts as a resource person for department staff in providing information on various University policies, procedures related to administration.
• Maintain inventory of department computer hardware.
• Coordinate departmental meetings, record and distribute minutes.
• Coordinate department events and communications, and manage email distribution lists
• Manage shared drive access, shared mailbox accounts, and coordinate quarterly membership audits.
• Maintain and update the department web page, document templates and other communication tools used by the department.
• Coordinate, monitor and maintain contact lists and system access requirements.
• Act as Onboarding and Off-boarding Coordinator for staff.
• Help to develop and implement standards and training and manage the department document management program.
• Order catering and other materials and supplies within budget parameters and ensure accurate and timely processing of related invoices.

Qualifications / Requirements:

• Completion of an office administration course from a recognized institution.
• Minimum 5 years of related experience in an office coordination position.
• Exceptional communication, organization and interpersonal skills.
• Demonstrated history of strong customer service with a "can do" attitude.
• Experience with the initiation and implementation of process improvements pertaining to administrative activities.
• Previous University of Calgary experience preferred.
• Advanced knowledge of computer applications including, but not limited to Microsoft Office (Excel, Word, PowerPoint, Outlook, etc.) and SharePoint required.
• PeopleSoft experience an asset.