Purpose:
The Faculty of Liberal Arts and Professional Studies (LA&PS) is the largest Faculty at York University with over 24,000 undergraduate and graduate students, and almost 100 programs delivered through 25 Departments, Schools and Colleges, plus the IBM Markham Learning Site. York University is known for championing new ways of thinking that drive excellence in promoting and enhancing student success. Through innovative course design, diverse experiential education and learning opportunities, and a supportive community environment, our students receive the education they need to create big ideas that have an impact on the world.The Administrative Coordinator supports the Chair/Director and the Operations Manager in all administrative matters, coordinates the workflow of non-academic staff and daily operations of the academic unit within the policies and procedures of the Faculty, and University. The Administrative Coordinator will also support the vision, mission, values and strategic direction of the Faculty of Liberal Arts & Professional Studies and York University, and contribute to a positive, supportive, and student-focused team environment of high performance, respect, trust, collaboration, and continuous improvement. Embraces diversity and fosters inclusion.
Education:
College Diploma in Business Administration or related discipline (such as Office Administration) or an equivalent of two (2) years recent experience (defined as within the last three years) working at York University and performing the same or similar tasks. This education equivalency is in addition to the experiential requirements outlined below.
Experience:
Minimum four (4) years of administrative experience in coordination of academic resources and processes, including some experience coordinating tenure and promotion, full and contract faculty hiring, coordination of workflow and budget administration is required.
Skills:
A. Knowledge of academic administration processes (full-time faculty recruitment, contract faculty hiring, tenure and promotions) and related Collective Agreements (e.g. YUFA, CUPE 3903). B. Budget reconciliation and forecasting.C. Ability to coordinate committee meetings, take minutes and synthesize information into action.D. Excellent oral communication skills to elicit information and answer inquiries, interpersonal skills, dealing courteously and effectively with people. Tact and diplomacy is essential.E. Excellent written communication skills.F. Exercising good judgment and initiative and maintaining strict confidentiality.G. Ability to work independently and effectively as part of a team.H. Demonstrated attention to detail and accuracy.I. Excellent planning and organizational skills. Coordinating workflow of others. Ability to work well under pressure of high volume. Setting priorities and coordinating multiple tasks with conflicting deadlines.J. Demonstrated skill/ability in word-processing (advanced MS Word), spreadsheets (intermediate MS Excel). and intermediate (or basic) database skills (MS Access), electronic calendar/scheduling software and email (Outlook), Student Information System (SIS) and Academic Resources Management System (ARMS).K. Using software to update websites (e.g., Word Press/Contribute).L. Typing 40-50 w.p.m. Accuracy is essential.
Additional Notes:
Demonstrated record of good attendance and punctuality.
Note: This position requires the candidate to produce a verification of degree(s), credentials(s), or equivalencies from accredited institutions and/or international equivalents at the time of interview.
In order to be considered as an internal applicant, York University employees in the YUSA-1 bargaining unit must apply for jobs through the Employee Career Portal - YU Hire.
If you are a current York University employee in the YUSA-1 bargaining unit and/or are using your job posting rights under the collective agreement to apply for jobs, you MUST log into YU Hire to access the York University Employee Career Portal.
As per Article 12.02(f) of the YUSA-1 Collective Agreement, to be considered an internal applicant, employees in the YUSA-1 bargaining unit must submit the application 5 working days following the first day of posting. this is referred to as the 'Posted Date' on the job the posting. This applies to YUSA-1 internal and YUSA-1 Concurrent postings. Please refer to the 'Posting Intent' on the job posting.
If not filled by an employee in the YUSA-1 bargaining unit, employees in the YUSA-2 bargaining unit who have applied within the first 5 days from the 'Posted Date' will be given preference.
The University welcomes applications from all qualified individuals, including, but not limited to women, persons with disabilities, visible minorities (racialized), Indigenous Peoples and persons of any gender identity and sexual orientation. York University is committed to a positive, supportive and inclusive environment.
York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.
We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the York community. Our long term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact.
York University employees must apply to jobs through the Employee Career Portal - YU Hire. If you are a current York University employee and/or are using your rights under a collective agreement to view and/or apply to jobs, you MUST log into YU Hire to access the York University Employee Career Portal.
PLEASE NOTE: Applications must be received by 11:55 pm EST on the posted deadline date, if applicable.