Project Coordinator and Administrative Support

Full-time: 35 hours 
Job classification: Non-Rep: VI (to be re-evaluated)
Effective: September 2010

TFS has restructured its administrative unit resulting in the need for this new position. The ideal candidate will have a positive attitude with a natural ability to solve problems independently, be well organized and be extremely detail-oriented. This position will appeal to university graduates who are fluently bilingual in French and English (written and oral) and enjoy multi-tasking in a fast paced environment. This position will be responsible for providing project and administrative support to Executive Director, Administration and Human Resources and various project teams and departments. Specific duties will include the following:

Project Coordinator:

•    Complete organizational projects and reports as directed
•    Prepares, monitors, and maintains flow charts outlining developments, deliverables and timing
•    Identifies interdependencies for various projects and facilitates communication among task groups
•    Collects data on competitors and composes reports for benchmarking (fees, academic programs, enrolment, new initiatives, etc)
•    Identifies issues and provides advice on project progression
•    Helps prepare business cases for selected projects
•    Research and record all “TFS” mentions online on websites, blogs etc.
•    Follow-up on content and update various school-wide reports (CESI, retention recommendation progress etc.)
•    Assist with Facility related research as required (construction/renovation materials, equipment, technology, policies and best practices).
•    Applies risk assessment tools when appropriate

Administrative support:

•    Provide general administrative assistance as required: preparing correspondence, data entry, meeting minutes, filing, managing agendas and appointments etc.
•    Organize meetings and/or special events
•    Translation (mostly from English to French)
•    Assisting in creating/updating PowerPoint presentations
•    Assist with the data entry and maintenance of HRIS and benefits systems (ex: absence module); produce reports
•    Research projects on HR/Health and Safety issues: provides summary of findings, write reports etc.
•    Assist with policies and procedures maintenance: updates, and translations.
•    Provide assistance with the receipt of archival materials and filing/storage.
•    Maintain a computerized preventative maintenance program which includes data inputting, scheduling tasks, tracking equipment warranties and deficiencies, recording department unscheduled service calls, producing productivity reports as required.
•    Assist with the processing of insurance claims as they relate to the physical plant.
•    Track budgets including annual operating budget and budgets allocated to specific projects and provides updates.

Qualifications:

•    Post secondary education and training in administration such as B. A. Administration/Business or other related university degree required.
•    Fluent French and English with translation experience.
•    Must be able to maintain confidentiality and exhibit good judgment. 
•    Excellent interpersonal skills, initiative, project planning skills, creativity, strong organizational skills, and to balance sometimes competing priorities. 
•    Able to handle stressful situations with professionalism.
•    High competency with various technology applications including Microsoft Suite: Word, Excel, PowerPoint.
•    Minimum 2 years related general administration/project coordination experience
•    Excellent organizational abilities and meticulous work


Please send your résumé, including a letter of introduction
by July 27, 2010 to:
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