Senior Administrative Coordinator, Supply Chain Management

University of Calgary; Calgary; On-site; CAD 60,000 - 80,000; Full time

Job summary

An established industry player in education is on the lookout for a Senior Administrative Coordinator to join their Procurement Services team. This full-time role involves providing high-level administrative support to the Director of Supply Chain Management, ensuring smooth operations within the department. You will play a crucial role in coordinating communications, managing documents, and supporting various departmental programs. The ideal candidate will possess exceptional organizational and interpersonal skills, with a keen eye for detail and a commitment to excellence. This is a fantastic opportunity to contribute to a dynamic team in a prestigious institution that values innovation and collaboration.

Qualifications

• Completion of office administration course or equivalent experience.
• 4-5 years of experience in office coordination required.

Responsibilities

• Provide administrative support to the Director, coordinating meetings and document management.
• Maintain the Finance website and departmental communication tools.

Skills

Communication Skills

Organization Skills

Interpersonal Skills

Time Management

Customer Service

Attention to Detail

Process Improvement

Education

Office Administration Course

4-5 Years Related Experience

Tools

Microsoft Office Suite

PeopleSoft

Power BI

Drupal

Job description

Description

The Procurement Services within Supply Chain Management is currently seeking a Full-time Regular Senior Administrative Coordinator.

Supply Chain Management, a unit within the VP Finance Services portfolio, is responsible for the procurement of goods, services and distribution. Reporting to the Director, Supply Chain Management, the Administrative Coordinator provides senior-level administrative support to the Director, and general administrative coordination for a variety of departmental programs and activities. This position requires expert knowledge of University-wide practices and the complexities of the University's organizational structure, as well as a comprehensive understanding of the Finance portfolio and commitments.

This position normally works 35 hours per week, Monday to Friday; however, overtime may be required on occasion. This position is part of the AUPE Collective Bargaining Unit.

This position will perform complex administrative duties that require strong interpersonal, communication and time management skills while utilizing experience and good judgment to accomplish individual and departmental goals and objectives. Administrative support to the Director and Associate Directors will involve general clerical activities such as scheduling, coordinating communications and document management. Additionally, this individual will play a significant role in supporting the department as we interact with the University faculty, administration and other business partners. The position deals with confidential information and requires judgment and discretion. The individual will apply best practices in the development and implementation of effective and efficient processes for the ongoing administration of the department.

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

• Provides administrative support to the Director, Supply Chain Management including coordinating meetings, meeting room resources, document management, mail distribution and general clerical assistance.
• Acts as a resource person for all the areas within SCM, providing information on various University procedures, and contact personnel in other departments. Responsible for responding to routine questions and inquiries as well as working with UService for more complex issues.
• Handles campus-wide electronic communications for notifications of changes to departmental procedures and events. Communicates University-wide policies, guidelines, and standards relevant to the Finance unit.
• Maintains OH&S binders for SCM to ensure it is up to date and first aid kits are stocked appropriately.
• Maintains select areas of the Finance website using Drupal 5/7 software and other new media technologies to facilitate communication of Finance initiatives, policies and procedures. This includes the department web page, document templates and other communication tools used by the department and Teleweb online staff directory maintenance for Finance.
• Monitors, updates and maintains department contact lists, computer hardware inventory list, SCM handbooks and system access (adobe sign/e-procurement/Peoplesoft) approvals and requirements.
• Develops standards, training and coordinate the departments electronic document management program.
• Update and maintain e-procurement course material into power point.
• Triaging of [e-mail] emails.
• Ensure match exception and closing purchase order reports are run.
• Orders all office supplies, catering and other materials within budget parameters and ensures accurate and timely processing of related invoices.
• Coordinates all conference registrations, membership renewals and subscriptions for the department.
• Acts as the Onboarding Coordinator for Supply Chain Management. Supports new staff with their orientation to the University and its policies and procedures.
• Acts as Offboarding Coordinator when employees leave the department.
• Administration of the subject fees process, including maintaining tracking sheets, participants logs and Visa Card orders.
• May act as a resource to junior members.

Qualifications / Requirements:

• Completion of an office administration course from a recognized institution, or equivalent experience.
• Minimum 4-5 years of related experience in an office coordination position.
• Exceptional communication, organization and interpersonal skills.
• Demonstrated history of strong customer service with a positive attitude.
• Experience with the initiation and implementation of process improvements for administrative activities.
• Ability to work independently as a dedicated and committed team player.
• Demonstrate initiative, innovation and must have a high attention to detail.
• Superior proficiency knowledge of computer applications including, but not limited to, the Microsoft Office Suite (Word, Excel, PowerPoint, Access, Outlook, and Visio) required.
• PeopleSoft (e-Procurement, HR and Expenses) and Power BI.

Application Deadline: December 31, 2024.

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.