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Office Coordinator

Date: January, 2013
Reports to (Job Title): Associate Director, SIG@Waterloo
Jobs Reporting (Job Titles): Program Assistant
Location: Main Campus
Grade:

USG 6

35 hr/wk


Primary Purpose

The Office Coordinator is responsible for the administrative management of the financial and human resources of the Waterloo Institute for Social Innovation and Resilience (WISIR), including its major initiative, SiG@Waterloo. In addition to overseeing all budget allocations and reconciliations for various external grants, this position serves as a primary internal liaison with Central Services, Human Resources, Payroll, Graduate Studies, technology supports, and the institution’s legal and financial offices.

Key Accountabilities:

1.  Support for strategic planning, including but not limited to the following:

• Work jointly with the Chair in Social Innovation and the Associate Director to guide decisions on annual program budget allocations
• Support the development and on-going management of relationships with funders
• Support the planning and creation of funding proposals for the on-going activities of SiG and WISIR

 

2.  Financial Resource Management

• Manage multiple program budgets, including monitoring and reconciling all departmental accounts; processing unit-wide purchases; coding all invoices; facilitating requisitions and purchase orders for contracted services, consulting support, etc.; processing all travel authorizations; maintaining the unit’s petty cash station
• Gather and interpret relevant financial data through the University’s Fore system to forecast budgets and generate mid and full annual reports to various funders
• Oversee, manage and report on the budget lines relevant to ongoing program development, making recommendations to the Associate Director regarding resource allocation
• Support the development of relationships with potential funding partners
• Support the creation of funding proposals in support of strategic development
• Provide guidance on budget management and HR and Finance policies to a team of full-time staff, faculty members and consultants

 

3.  Human Resource Management

• Participate in staff planning and recruitment activities
• Provide leadership to SiG@Waterloo and WISIR staff, offering appropriate training, orientation, and supervision
• Coordinate and share responsibility to lead regular staff meetings
• Oversee any office restructuring and/or moves, ensuring smooth transitions and uninterrupted work flows for all staff and faculty members


4.  On-going Learning and Application

• Engage in on-going learning and development related to this units conceptual foundations; systems thinking, complexity, resilience theory
• Apply a current, relevant financial and staff management knowledge base
• Actively seek and complete professional development opportunities in order to continually enhance knowledge, skills and experience related to financial and human resource and overall office management in support of the unit’s goals


Position Requirements

Education:

High School Diploma required
Bachelor’s Degree preferred

Experience:

Minimum 4 years experience in a financial and office management role; financial experience within the University of Waterloo highly desirable; experience managing a staff team is required

 

Technical:

Intermediate to advanced experience with FORE accounting system

Intermediate experience with Microsoft Excel including features such as databases and pivot tables

Intermediate experience with Quest system

Technical:

MS Word Excel PowerPoint Other
Intermediate Intermediate Intermediate Intermediate

Nature and Scope

Interpersonal Skills:

Internally, deals with, informs, influences or motivates employee(s), colleagues or group(s) of people:

 

Externally, makes contacts with partner or potential partner organizations to present, discuss information and problems, at times negotiate satisfactory outcomes:

Level of Responsibility:

 

Decision-Making Authority:

Physical and Sensory Demands:

Minimal demands typical of an administrative position within an office environment

Working Environment:

Travel:  Occasional travel required

Working Hours: 

 

 

Risks  – physical and psychological :

 

Content: Choose from the following:

 

Physical risks

Psychological risks