Administrative Coordinator, Science and Technology

Okanagan College; Kelowna; On-site; CAD 61,000 - 86,000; Full time

Job summary

A regional educational institution in Kelowna is seeking an Administrative Coordinator. This full-time position involves supporting the Dean and associated staff with administrative functions, managing budgets, and coordinating events. The ideal candidate will have a community college business diploma and significant experience in an educational environment. The role offers a salary range of $61,316 - $85,843, with a typical hiring range of $73,580 - $81,755.

Qualifications

• Minimum of four years related experience in an administrative role, preferably within a post-secondary or educational environment.
• Ability to manage high work volume and conflicting priorities.
• Proven team player and ability to work in a collaborative environment.

Responsibilities

• Provides comprehensive administrative support to the Dean and Associate Deans.
• Supervises assigned support staff and manages performance.
• Prepares financial documents for approval and oversees budget processes.
• Organizes conferences, workshops, meetings, and events.
• Assists with the recruitment and selection process for Portfolio positions.

Skills

Project management skills

Organizational skills

Budgeting

Financial management

Communication skills

Analytical skills

Education

Graduation from a two-year community college program in Business Administration

Tools

Microsoft Office

Banner

Argos

FAST

POST

Job description

Overview

Under the direction of the Dean of Science and Technology, the Administrative Coordinator plays a crucial role in coordinating the administrative and operational functions within the portfolio. This position supports the Dean, Associate Deans, Department Chairs, and instructional staff, ensuring seamless communication and operational efficiency. Key responsibilities include administrative support, overseeing Support Staff, financial management, event and program coordination, and fostering team development.

Functions and Duties

1. Administrative & Dean Support :

• Provides comprehensive administrative support to the Dean, Associate Deans, and Portfolio.
• Manages calendars, schedules meetings, and arranges travel for the Dean and Associate Deans.
• Serves as the initial point of contact for the Dean’s office, handling inquiries and resolving issues.
• Drafts confidential correspondence, documents, and reports for signatures.
• Maintains a confidential filing system, including personnel and labor relations materials.
• Assists in updating Portfolio planning documents.
• Acts as a liaison between instructional staff, Department Chairs, and the Dean’s office.

2. Supervision :

• Supervises assigned support staff, including assignment of duties, health and safety, orientation, training and staff development, recognition and reward, performance management and evaluation, scheduling, prioritization of work requirements and in consultation with the Dean, completes recruitment and selection, as well as disciplinary action, as required.
• Leads, guides and motivates staff in maintaining high performance standards and customer satisfaction levels.

3. Financial & Operational Coordination :

• Prepares financial documents for approval and oversees budgetary processes.
• Ensures accuracy in human resources documents and tracks approval statuses.
• Coordinates office assignments for the portfolio in consultation with relevant parties.

4. Event & Program Management :

• Organizes and schedules conferences, workshops, meetings, and other events.
• Schedules and attends department chair meetings, recording minutes as needed.
• Manages the entrance and exit process for new and outgoing employees.

5. Team Development & Support :

• Assists with the recruitment and selection process for Portfolio positions.
• Tracks and administers employee evaluations for the Portfolio.
• Ensures Portfolio orientation, standard operating procedure, and policy manuals are current.
• Coordinates health and safety regulations and training for Support Staff.
• Assists Program Advisory Committees and other committees as required.
• Manages records for vacations, illnesses, professional development, and other absences.

6. Performs other duties as assigned.

Education and Experience

• Graduation from a two-year community college program in Business Administration or equivalent.
• Minimum of four years related experience in an administrative role, preferably within a post-secondary or educational environment.

Skills and Abilities

• Proven project management skills and excellent organizational, budgeting and financial management skills.
• Team player with an aptitude for working in a collegial and collaborative environment.
• Ability to deal tactfully and diplomatically with internal and external contacts.
• Must be flexible and able to manage high work volume and conflicting priorities in order to meet deadlines.
• Strong written and verbal communication skills.
• Strong analytical skills and creative problem solver.
• Ability to plan and think strategically.
• Excellent computer skills with proficiency using Microsoft Office, and complex databases (Banner, Argos, FAST, POST), as well as the ability to generate and analyze reports.

Additional Information

• Preferred Qualifications
• Desired Start Date: 08/05/2025
• Position End Date (if temporary):
• Schedule: 8-4, M-F
• Annual Salary / Hourly Rate: $61,316 - $85,843
• Typical hiring range: $73,580 - $81,755
• Appointment Type: Exempt - Continuing Full-time
• Posting Open Date: 06/23/2025
• Posting Closing Date: 07/06/2025
• Open Until Filled: No
• Competition Number: C003120
• Inclusion Statement: Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups / visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process should contact the college.