Administrative Coordinator

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Posting #:AP 31/2014
Posted:Jul 22, 2014
Employment Status:Term Part-Time With Possibility of Renewal
Faculty:Not Applicable
Department:Social Justice Research Institute (SJRI)
Grade:Job Group J
Salary Scale:$40,487 - $59,854 per annum* (effective July 1, 2013) **Actual salary will be pro-rated to reflect hours/week and term
Hours of Work:20 Hours/Week, 36 Months
Start:ASAP

Job Summary

Why Brock?
Our unique philosophy takes students beyond the pursuit of academic excellence. To achieve this philosophy we endeavour to take our employees beyond the pursuit of just a career. Brock is a place where left-brain and right-brain thinking come together. We encourage our employees to utilize their rational/analytical thinking in concert with their emotional/creative sides in order to have an engaging and rewarding career. We’re one of the fastest-growing universities in Ontario, with significant dollars committed to new construction and programs. We’re small enough to be intimate and big enough to attract world-class minds. Located at the centre of Canada's beautiful Niagara Peninsula, Brock offers an exciting work environment with strong undergraduate, graduate and interdisciplinary programs and a vigorous research culture. We are looking for qualified people who will bring their expertise and dedication in support of the University’s goals and objectives.

The Opportunity
Reporting to the Director, SJRI, the Administrative Coordinator provides professional, advanced level administrative support to the SJRI including support for the Faculty Steering Committee (FSC), coordination of communications among SJRI’s many constituencies, processing of the SJRI peer-reviewed journal “Studies in Social Justice”, maintaining budget records, reception duties, and providing administrative support to the Director, Project Facilitator, and Faculty Steering Committee.

Duties and Responsibilities
• Preparing for monthly FSC meetings with the Director, including: gathering, circulating, and revising FSC documents; taking minutes; scheduling meetings; and maintaining an on-line filing system
• Organizing special projects and events with FSC sub-committees as needed, including overseeing logistical aspects (room booking, food, IT services, etc.), and coordinating volunteers and students
• Providing administrative support to the SJRI grants program under the leadership of the committee chair, including receiving applications, answering administrative inquiries, communicating competition results, setting up/closing accounts, liaising with Finance and Office of Research Services as needed, and record-keeping
• Establishing procedures and policies to shape the SJRI administrative office; adjusting structures as necessary to accommodate changing priorities
• Providing ‘first contact’ for other university units, SJRI members, and members of the public; responding or re-directing as appropriate
• Providing technical support to users of video-conferencing and Skype rooms, including troubleshooting, applying solutions and contacting ITS where necessary
• Drafting documents and correspondence for review by the Director or FSC committee chair as appropriate
• Managing website and social media outlets; writing basic program information and updates; uploading all content; assuring that information provided is both current and timely
• Preparing and distributing materials (e.g. promotional materials, newsletters, event announcements etc.)
• Maintaining and updating mailing directories using database and spreadsheet programs
• Providing administrative support to other SJRI personnel as needed (Projects Facilitator, Master fellows, Research Assistants, Post-Doctoral fellows, and visiting scholars)
• Contributing to the budget planning process, with the Director
• Monitoring line revenues and expenditures to ensure consistency with the budget, and maintaining and reconciling budget accounts
• Assisting SJRI members with project budget development and tracking complex budgets related to projects and collaborative grants on behalf of SJRI members
• Completing travel and expense reports, purchase orders and cheque requisitions, and maintaining accurate records
• Collaborating with the editor on all aspects of journal operations, including formatting and layout of accepted manuscripts, advertising and promotion of the journal, and preparing funding applications for the journal
• Fielding inquiries from manuscript reviewers, editorial board members, and prospective authors
• Compiling and sorting journal statistics for funding applications

Qualifications

The ideal candidate will have:
• An Undergraduate degree in a relevant field
• A couple of years of experience both in an administrative leadership role and working closely with researchers in an advanced research context
• Solid understanding of academic research practice(s) and an appreciation of social-justice oriented scholarship and practice
• Strong written, interpersonal and verbal communication skills
• Excellent grasp of budgeting and financial matters
• Solid computer competency including word processing, spreadsheet, database, web applications and web maintenance, social media, internet search engines, graphics, and scheduling software
• Proven ability to communicate diplomatically and tactfully with numerous constituencies, with strong relationship development skills and customer service skills
• Proven ability to work in an environment of collective leadership
• Demonstrated ability to establish priorities, organize own work, take initiative and work with minimal supervision
• Creative ability to design brochures, newsletters and other promotional materials
• Demonstrated flexibility and adaptability with high energy and ability to deal with a changing work environment
• Proven ability to research and analyze information in order to recommend solutions
• Graduate level research, completed or in progress (an asset)

Notes

Applicants are invited to submit a resume and cover letter, including salary expectations, by applying online below by August 5, 2014.

It is Brock University’s policy to give consideration to qualified internal applicants.
We appreciate all applications received; however, we will contact only those candidates selected for an interview.

Brock University is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environment. We will accommodate the needs of the applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Department to ensure your accessibility needs are accommodated through this process. Information received relating to accommodation measure will be addressed confidentially.

*The salary range indicated is representative of all positions evaluated at this level. Actual salary is determined by examining related skills, experience, budgetary restrictions and both internal and external equity comparators.

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