Temporary Employment - Office Coordinator CAN

Niagara University; Vaughan; On-site; CAD 45,000 - 65,000; Full time

Job summary

A leading university in Ontario is seeking an Office Coordinator to provide administrative support at its Vaughan campus for senior leadership. This temporary position involves managing office procedures, coordinating events, and ensuring operational efficiency. The ideal candidate should have strong organizational skills, office management experience, and verbal and written French proficiency.

Qualifications

• A minimum of four years of experience performing similar office coordinator tasks is required.
• Strong verbal and written French proficiency is preferred.
• Experience in an educational setting is preferred.

Responsibilities

• Oversee and coordinate office administrative procedures.
• Create, update and monitor databases in support of operations.
• Coordinate events such as commencement and staff meetings.

Skills

Verbal and written communication skills

Organizational skills

Attention to detail

Office management skills

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft Office

Google products

Job description

Under general supervision, the Office Coordinator will provide administrative support for the Niagara University in Ontario campus, including support for members of senior leadership, ensuring that operational information and materials are maintained accurately and reports and services are delivered accurately and in a timely manner. This is a temporary position and the contract is ~6 months.

ESSENTIAL DUTIES :

• Oversee and coordinate office administrative procedures and review, evaluate and implement new procedures.
• Coordinate and plan for office services, such as equipment, supplies, forms, parking, maintenance, and security services.
• Oversee on-boarding of new staff and faculty, including student workers, managing allocation of work spaces and distribution of IT equipment, ID cards, parking fobs, etc.
• Site management (security, maintenance, health and safety, technology, parking, office space).
• Create, update and monitor databases in support of the Vaughan campus operations including course scheduling system and invoice processing system.
• Oversee administrative operations related to budgeting, contracting and project planning and management processes.
• Establish work priorities and ensure deadlines are met and university procedures are followed.
• Maintain inventory and budgetary controls, by monitoring departmental budget, ensuring that campus expenses are appropriately registered.
• Responsible for upkeep and maintenance of office supplies, including marketing materials.
• Process and monitor invoices and follow up as needed.
• Coordinate events, e.g. commencement, President's Dinner, staff and faculty meetings.
• Carry out administrative activities associated with university admissions, as needed and assigned
• Administrative support for members of the campus leadership team (e.g. coordinating meetings and travel)
• Communicate important campus operation information to faculty, staff, students, and vendors, such as opening and closing dates for holiday breaks, weather closings, building maintenance, etc.
• Receive, organize, and distribute campus mail.
• Assemble data and prepare periodic and special reports, manuals and correspondence, as needed or assigned.
• Administer to university policies and procedures related to the release of records
• Maintain confidentiality of information (including but not limited to : student and employee personal information, student grades, etc.), both during and after their employment with the University. Any question regarding the confidentiality of material should be referred to the supervisor. Any violation shall subject the employee to disciplinary action, up to and including termination of employment.
• A demonstrated commitment to values consistent with the Catholic and Vincentian traditions of the University.
• Oversight of the appropriate use of the university's social / commercial space (community use, event coordination etc.)

DESCRIPTION : of Time

80% Oversight of campus operations, as outlined above

20% Tasks assigned by Vaughan campus senior leadership.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES :

• Strong verbal and written communication skills.
• Verbal and written French proficiency is preferred.
• Computer literate, including Microsoft Office, Google products, Gmail, etc., and ability to learn new computer software programs.
• Excellent organizational skills and attention to detail.
• Strong communication skills, ability to work productive with a range of stakeholders, including staff, faculty, external vendors.
• Ability to perform all essential job functions accurately with minimal direct supervision.
• Ability to display sound judgment to ensure timely processing and completion of assigned tasks.
• Office management skills with the ability to work independently and accept responsibility.
• Ability to be flexible and cordial to all visitors and customers and maintain confidentiality.

ERGONOMIC REQUIREMENTS / PHYSICAL DEMANDS :

The functions of the position are usually performed sitting but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Tasks involving working on a computer keyboard, computer software applications, and calculator, involve the extensive wrist and hand movement. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others or to otherwise demonstrate or explain how they can perform the essential functions listed above.

QUALIFICATION STANDARDS :

• High school diploma, completion of secondary school, or equivalent required. Bachelors degree preferred.
• A minimum of four years of experience performing similar office coordinator, administrator or manager tasks is required.
• Prior work experience in an educational setting is preferred.
• Strong verbal and written French proficiency is preferred.
• A valid Canadian driver's license may be required that satisfies both University and insurance company underwriting rules and regulations for driving a motor vehicle.