Administrative Coordinator, Office of the President

Trinity Western University; City of Langley; On-site; CAD 50,000 - 70,000; Full time

Benefits offered by this job

Comprehensive benefits package

Tuition Benefit for TWU courses

Free access to gym facilities

Discounts at on-site stores

Job summary

Trinity Western University is seeking an Administrative Coordinator to provide superior administrative services for the Office of the President. This on-campus position in Langley requires strong organizational skills and the ability to maintain confidentiality.

The ideal candidate will have extensive administrative experience and a commitment to the university's Christian values. Benefits include a comprehensive package, vacation, tuition benefits, and wellness support.

Qualifications

• Minimum of five years of administrative support experience at a senior level.
• Experience in a post-secondary institution or corporate office setting required.
• Commitment to the Christian mission and values of Trinity Western University.

Responsibilities

• Provide superior administrative support for the Office of the President.
• Manage appointment calendars and coordinate hospitality services.
• Assist with special events such as board meetings and donor events.

Skills

Organizational skills

Interpersonal skills

Attention to detail

Confidentiality

Microsoft Office suite

Education

BA (four-year program) or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Job description

// Office of the President

Position Purpose and Summary

The Administrative Coordinator is the first point of contact for the Office of the President, setting a professional standard for the office. The main focus of this position is to provide superior administrative and office services for the members of the Office of the President’s team with the utmost integrity and confidentiality. The role requires a highly professional, detail-oriented and relational individual who can effectively manage responsibilities with discretion, sound judgement and exceptional organizational skills.

This is an on-campus position based at TWU Langley.

The dedicated and highly organized Administrative Coordinator represents the Office of the President in a professional manner to both internal and external constituencies and contributes to the efficient running of the office with a calm and friendly demeanor. This person works effectively under pressure, managing multiple tasks and meeting tight deadlines, prioritizes, works collaboratively with the team and manages workload in a fast-paced environment.

Key Areas of Accountability

Administrative Services

• Works cooperatively and independently as required; anticipates and responds to both daily and future needs in a timely manner maintaining full confidentiality of all information.
• Interacts in a warm, positive, gracious and professional manner with office visitors, staff, faculty, and students, ensuring the timeliness of their appointments, managing appropriate access to office members and graciously interacting as liaison for the office.
• In conjunction with members of the Office of the President, assists in increasing departmental efficiency, coordinates and maintains the administrative systems and procedures including a readily accessible and up-to-date document management.
• Manages monthly purchase and reimbursement reports as well as invoice payments, mileage and expense reimbursements for the members of the team.
• Coordinates travel and conference registration for the Office of the President.
• Maintains appointment calendars, arranges meetings and other appointments for both on and off-campus meetings as required.
• Coordinates hospitality services including room set up and catering for meetings as requested.
• Coordinates and maintains the use of the Presidential Guest suite. Responsible for scheduling the suite, communication regarding the bookings, and overseeing its general state.

Office Support

• Responsible for providing superior secretarial services for the Office of the President. As directed, assists with projects as required, completing research and providing accurate professional documents.
• Assists the Office of President with the coordination and preparation of special events such as board meetings, donor events and academic ceremonies, as requested.
• Assists with maintaining meeting rooms and common spaces on Reimer second floor.
• Assists with maintaining copiers (supplies and service calls) and coffee supplies on Reimer second floor.

General

• Serves as an active team member, assisting members of the Office of the President with other duties, as required, to meet the flexible requirements of the office.
• Exemplifies and models Christian virtues and lifestyle. Displays servant leadership in the performance of responsibilities and maintains a positive, pleasant, and harmonious working relationship with all on and off-campus contacts.

The Person

Skills And Abilities

• Demonstrated ability to work both independently and collaboratively in a busy and challenging post-secondary environment.
• Able to anticipate future needs and potential problems and has a work practise of doing whatever it takes to “get the job done” with a servant heart.
• Able to assess the importance of material, prioritising and responding quickly to time sensitive needs.
• Able to work in a time sensitive and confidential work environment.
• Able to interact professionally with senior level leaders both inside and outside of TWU.
• Highly capable and skilled in planning, organizing, prioritizing and implementing a large volume of work that meets the required timelines and deadlines.
• A motivated, self-starter with highly developed interpersonal skills who communicates positively with all internal and external contacts, including a wide range of personalities, positions, and nationalities.
• Skilled with managing confidential information.Superior vocabulary and grammar skills normally found in a post-secondary environment.
• Well-versed in using the Microsoft Office suite of tools (Word, Excel, PowerPoint, Teams).
• Comfortable with learning and adopting new technology including Artificial Intelligence to improve efficiency and outcomes.

Reports to: President

Standards & Requirements

Education: BA required (four-year program) or equivalent.

Experience

• Minimum of five years of administrative support experience at a senior level in a post-secondary institution or corporate office setting required.
• Demonstrated commitment to Trinity Western University’s Christian mission and values.
• High integrity, humility and a service-oriented leadership posture.

Duties and responsibilities that do not constitute a major change may be added, deleted or changed at any time at the discretion of the supervisor either orally or in writing.

Benefits Of Working At TWU

• A comprehensive benefits package which includes extended health, dental, and insurance and an RRSP matching program.
• Annual statutory holidays (14) with generous vacation accruement.
• Tuition Benefit for TWU undergraduate and graduate level courses to enhance knowledge and professional competency.
• Torch tuition scholarship for dependents of eligible employees attending TWU.
• Free access to TWU’s fitness/gym facilities and the Norma Marion Alloway Library.
• Subsidized meals at the main cafeteria.
• Discounts and perks for the on-site Trinity Western Outfitters Campus Store and coffee shops, as well as shops and restaurants in Fort Langley.
• Wellness benefits (i.e., counselling, sick days, personal days, and health/wellness spending account).
• Free recreational equipment rentals (e.g., paddle boards, snowshoes, kayaks, etc.).
• Free employee parking on campus.
• Special community events throughout the year.
• Employee and Family Assistance Plan (EFAP).
• A positive Christian fellowship environment.

Trinity Western University encourages applications from all eligible candidates who are able to commit to the University’s mission, values, and Christian identity as articulated in its Statement of Faith and Community Covenant. We are committed to an ethic of inclusion and to the equal treatment of all persons without discrimination in accordance with human rights law.

We particularly invite applications from indigenous people, women, persons with disabilities, and visible minorities. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Persons with disabilities who anticipate needing accommodations during the application process should contact People & Culture.

Trinity Western University is located on the traditional ancestral territory of the Sto:lo people.