Administrative Coordinator Jobs

Primary Purpose: The Administrative Coordinator will provide exemplary support to ensure the smooth functioning of all operations within the Diefenbaker Canada Centre (DCC) and also provide confidential financial support to the Johnson Shoyama Graduate School of Public Policy’s (JSGS) USask campus and its direct-reporting centres based in Saskatoon. The incumbent is expected to work effectively in a team environment and to provide support and guidance on matters related to DCC operations and finance-related matters across JSGS and its centres.

Nature of Work: The Administrative Coordinator (Coordinator) reports to the JSGS Executive Officer. The Coordinator will be a key member of the DCC management team, serving as the administrative link across all of the museum’s operations. The Coordinator will work closely with and support the DCC’s Curatorial, Collections, and Exhibits Manager and the DCC’s Program & Outreach Manager. The Coordinator will also work closely with the JSGS Executive Officer and provide support to the JSGS Finance SBA for finance-related matters spanning JSGS and its centres.

The Coordinator will be an energetic and highly motivated individual who thrives in a dynamic and fast-paced environment. This position is of above-average complexity, and some discretionary decision making will be required within established guidelines. Excellent communication and interpersonal skills are essential, and superb customer service and the ability to lead among peers and collaborate are key traits required for this role. The Coordinator must be able to anticipate requirements and then identify and implement solutions; excellent judgment is essential. Work must consistently meet high standards of accuracy in an environment of frequent interruptions and competing priorities. A majority of the work is deadline driven, and competing demands are the norm. Flexibility may be required for evening/weekend shifts; travel within Saskatchewan is a possibility.

Typical Duties/Accountabilities

• Build and nurture positive and collaborative relationships with people at all levels throughout the campus community and with relevant external organizations
• Working with the Executive Officer, assist with coordination of grant applications and reports – including assigning roles, gathering information, proofreading, and preparation for submission – as well as tracking deadlines for grant submissions
• Effectively represent the DCC and JSGS and its direct-reporting centres in all contacts, ensuring the right tone and interest are projected, dealing with issues and concerns, solving or appropriately referring problems related to office functioning as they arise, and maintaining appropriate confidentiality of information and materials
• Maintain documentation for audit compliance
• Assist with monthly reconciliations of a large number of funds as directed by the Finance SBA
• Participate in various special projects and other duties as assigned to meet the mandate and strategic goals of JSGS and its reporting units
• Provide guidance to staff, faculty, and students with reimbursement claims
• Exercise decision making and problem solving to ensure priorities and deadlines are met and take initiative to move beyond completion of assigned tasks to plan for future changes or requirements
• Liaise with ConnectionPoint on the processing of travel and other reimbursements, cheque requisitions, service income requisitions, purchase requisitions/orders, and other financial transactions
• Play an active role in continuous improvement to processes
• Assist with payroll-related reconciliations, changes, and submissions
• Staff the Visitor Desk on a regular basis, welcoming and orienting visitors to the museum and providing direction to all who come into the Diefenbaker Building
• Assist the Executive Officer with contract processing and tracking
• Coordinate the day-to-day functions of the museum, including overseeing the process for program, outreach, and external room bookings; managing the DCC general email; tracking museum statistics; managing daily till reconciliations; coordinating travel arrangements for DCC staff and students; and providing input into and assisting with communications and marketing efforts
• Review and reconcile PCard purchases for staff and faculty in JSGS and its direct-reporting centres on a timely basis and in accordance with the University of Saskatchewan’s PCard policy
• Share knowledge appropriately to allow fully informed decision making by DCC and JSGS colleagues
• Provide logistical support for events, including all DCC outreach participation and special events such as exhibit openings
• Research and identify new external funding sources for the DCC
• Gain thorough understanding of and stay current on the policies and procedures of the University of Saskatchewan, University of Regina (as applicable), tri-agency, and other relevant external funding agencies
• Develop correspondence, reports, and written materials as required
• Under the direction of the Executive Officer, ensure appropriate use and responsible organization of space assigned to the DCC
• Maintain the integrity of financial information by ensuring that financial data is complete and accurate and complies with legislation, general accounting principles, best practices, agreements with external parties, and U of S policies and procedures

Education: Successful completion of a relevant undergraduate degree (such as political science, history, education, or business) or a recognized post-secondary office administration program.

Experience: Minimum of three years of relevant experience. Demonstrated proficiency using Microsoft Word and Excel is required. Working knowledge of and familiarity with the cultural sector would be an advantage. Knowledge of and experience with the University of Saskatchewan’s financial and administrative systems (UniFi, Fast, Crystal Reports, AboutUs, and Concur), as well as experience working within a research environment would be considered assets. An equivalent combination of education and experience will be considered.

Skills

• Exemplary interpersonal and communication (verbal and written) skills
• Meticulous attention to detail and demonstrated accuracy in all aspects of work
• Demonstrated working knowledge and understanding of accounting terminology and financial transactions and statements
• Demonstrated interest in history and/or politics and a genuine interest in museums and associated activities
• Demonstrated sound judgment, tact, discretion, professional integrity, and cultural awareness
• A commitment to teamwork and a constructive and cooperative work culture is essential, along with the ability to create and nurture positive working relationships.
• Ability to work both independently and collaboratively, take initiative, and anticipate future needs and issues
• Exceptional organizational skills with a proven ability to work on multiple projects with competing demands to meet deadlines
• Proven problem-solving abilities and conflict management skills
• Demonstrated aptitude for working successfully within a team-oriented and diverse atmosphere
• Advanced skills in Microsoft Office programs (Outlook, Word, Excel, and PowerPoint), Nuance Power PDF Advanced and/or Adobe Acrobat, videoconference platforms such as Zoom and Teams, and strong research skills

Department: Diefenbaker Canada Centre + Johnson Shoyama Graduate School of Public Policy

Status: Term 1 year with the possibility of extension or becoming permanent

Employment Group: ASPA

Full Time Equivalent (FTE): 1.0

Salary: The salary range, based on 1.0 FTE, is $49,301.00 - 77,033.00 per annum. The starting salary will be commensurate with education and experience.

Salary Family (if applicable): Specialist Professional

Salary Phase/Band: Phase 1

Posted Date: 8/11/2023

Closing Date: 8/18/2023 at 6:00 pm CST

Number of Openings: 1

Work Location: On Site

The successful applicant will be required to provide the following current verification(s) where 'Yes' is indicated below. Further information is available at: https://careers.usask.ca/tips-for-applying.php

Criminal Record Check: Not Applicable

Driver's License and Abstract Check: Not Applicable

Education/Credential Verification: Not Applicable

Vulnerable Sector Check: Not Applicable

The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the  deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.