Administrative Coordinator

Job title: Administrative Coordinator

Company: University of Waterloo

Job description: Overview

Term: 2 years

The Administrative Coordinator provides support to the workforce planning team on the effective implementation and advancement of workforce planning initiatives. Responsibilities

Supports the effective implementation of Workforce Planning Initiatives:

• Under the guidance of the Manager, Workforce Planning, provides project support including maintaining project documentation and project status updates
• Coordinates meetings, drafts minutes and action items and ensures action items are completed in a timely way
• Creates and maintains project schedules and weekly status reports for project managers and sponsors
• Supports the closing process for workforce planning initiatives ensuring all documentation is made available for lessons learned and for the update of impacted processes, tools and templates
• Assists with the creation of documentation to support the workforce planning initiatives
• Directly supports the Manager, Workforce Planning with tracking the goals and projects
• Supports the Manager, Workforce Planning with the implementation of University wide workforce planning initiatives and makes recommendations for ongoing improvement
• Proactively manages client relationships, supporting client focused solutions
• Researches, analyzes and measures workforce planning processes to ensure delivery against project targets
• Supports the integration of workforce planning activities into project plans
• Delivers timely, clear communication on workforce planning initiatives, news and updates to client groups
• Tracks and records success metrics that provide strategic insight and measure change progress
• Supports change champion orientation and training efforts
• Collects and compiles feedback regarding the effectiveness of workforce planning initiatives and, where appropriate, modifies activities
• Supports the design, development, delivery and management of communications
• Responsible for supporting workforce planning outreach activities

Data collection and analytics, background research, strategy development:

• Undertakes research on identified topics as directed by the Manager, Workforce Planning or APHR leadership team
• Provides research-based support for projects that align with workforce planning initiatives
• Assists in developing and tracking project deliverables and schedules
• Works with Manager, Workforce Planning to identify trends and potential research direction
• Supports the development of research reports to stakeholders, as needed
• Collects and analyzes data, and provides reports to the Manager, Workforce Planning and the APHR leadership team as needed
• Collects relevant data to inform the workforce planning strategies, actions and approaches
• Generates reports summarizing research to support strategic decision making
• Produces fact sheets and presentation materials that profile workforce planning research for a variety of audiences

Promotes continuous improvement philosophy:

• Identifies opportunities for improvement with regard to current procedures, pertaining to workforce planning initiatives
• Identifies solutions, promotes and implements opportunities for improvement in collaboration with stakeholders on campus

Communications, Events and Coordination of Activities:

• Assists in executing outreach activities. Responsible for event planning and organization, including but not limited to planning and ensuring the success of workshops and community events
• Prepares workshops, providing planning and facilitation support in areas relevant to programming
• Assists with the development of print, digital and social media content, including blog posts, newsletters, and other communications materials
• Assists with the development and coordination of conference presentations
• In collaboration with the Manager, Workforce Planning, develops and implements communications plan and strategies
• Tracks communications metrics

Qualifications

• Post-secondary diploma or degree in a business-related discipline
• A designation in human resource management, change management, project management, process improvement or Organizational Development Certificate from a recognized institution an asset
• A minimum of 2 years of project support and administration
• Demonstrated knowledge of workforce planning an asset.
• Experience in independent and collaborative research, including data collection, quantitative and qualitative analysis, reporting/dissemination of results
• Experience in an office work environment that includes providing senior executive level support to multiple individuals
• Demonstrated experience with project management, working both independently and collaboratively with guidance from multiple supervisors
• Experience and knowledge of change management principles, methodologies, tools and metrics and asset
• Exceptional client service orientation
• Proven record of high integrity and sound judgment
• A team player with the ability to multi-task and prioritize work, at times with conflicting priorities
• Exceptional customer service focus is critical for success along with a strong detail and problem-solving skills
• Must have excellent organizational, interpersonal, written and verbal skills with superior attention to detail
• Ability to exercise leadership without formal authority and work in a team environment
• Strong communication and facilitation skills and the ability to bring about consensus
• Proficient in using MS Teams, Word, Excel, PowerPoint to compare and merge files, table management, and creation of multi-level lists, charts and images, and creation of master slides
• Web content writing, web content management an asset
• Extensive administrative experience with a demonstrated ability to manage multiple tasks, meet deadlines, and excel in a fast-paced environment with changing priorities. Must have strong planning and organizational skills, exceptional time-management and demonstrated meticulous attention to detail
• Strong customer focus, sensitivity to diversity, excellent judgment ability, display of discretion and diplomacy is required
• Attitude and aptitude for continuous improvement and change management couple with a pragmatic and flexible approach to getting things done
• Demonstrated ability to manage confidential and sensitive information in a professional manner

Expected salary:

Location: Waterloo, ON

Job date: Fri, 16 Apr 2021 22:53:00 GMT