Administrative Coordinator – FT Admin (Contract)

Job title: Administrative Coordinator – FT Admin (Contract)

Job description: Find Your Spot at Humber

At Humber, our career paths open up a world of infinite possibilities for you to explore. People are at the heart of the Humber experience. Here, every day we work shoulder to shoulder to deliver excellence, and in doing so, we redefine what it means to be a leader in polytechnic education. Humber employees are a diverse group of committed, caring and fun-loving people.

We take finding and growing the right talent very seriously. We strive to find and nurture extraordinary employees who bring their best each day.

If you are interested in working in higher education and are looking to contribute to the largest polytechnic College in Ontario, as we shape the future of our students and communities, here is your opportunity to join our team.

Job Details

Position Title: Administrative Coordinator

Status: Full-time contract

Hours: 37.5 hours

Faculty/Department: Research and Innovation

Campus/Location: North campus

Salary: $51,647 – $64,559

What you will do:

Under the direction of the Resource Manager, the Administrative Coordinator supports the operations and project management team with day-to-day initiatives. The incumbent provides administrative support to Project Coordinators with grant operations for ongoing and new projects. This position is responsible for supporting the drafting, tracking, and monitoring of all project documents, agreements, and budgets. The Administrative Coordinator is responsible for coordinating all salary & non-salary project expenses; ensuring eligibility and recording transactions in an appropriate and timely fashion. The incumbent works closely with project leads and project teams to report on project health. The incumbent provides support and maintains documentation related to hiring of contract management and timesheet approvals. The incumbent supports the onboarding of new research assistants, including the completion of mandatory Human Resources training and completion of Participation Agreements.

In addition, the incumbent assists with on and off-campus events such as Open House, Showcase, and other Office of Research & Innovation events.

Key Duties:

1. Project Coordination

• Document tracking for Grant Applications and post-awarded projects.
• Complete preliminary project agreement drafts for awarded projects.
• Coordinate signatures for agreements with multiple stakeholders.
• Provide administrative project support, including tracking progress, monitoring timelines, and reporting on budgets and deliverables.
• Send Qualtrics surveys and gather project updates.
• Maintain a strong track of project and event metrics (such as #students, #partners, etc.)
• Follow the process flow for the grants, highlight to PMO if there is a variation.
• Coordinate with the Operations team project budget updates; distribute budget updates to Principal Investigators on a monthly basis.
• Assist in the full range of processes involved in the post-grant phase, which includes drafting agreements, budget tracking, purchasing, etc.
• Assist with prospect research on foundations and corporations to evaluate prospects for corporate and foundation grants.
• Act as a key resource and support in metrics collection/tracking/reporting of project deliverables

2. Coordinate Project Staff Hiring Processes and Record Keeping:

Support the hiring process for research assistant support positions. Duties include:

• Posting student positions in the Humber Student Career portal.
• Coordinating applicant packages for student research assistant positions posted on the Humber Student Careers portal.
• Preparing research assistant contracts; reviewed and approved by the Resource Manager.
• Monitoring steps of the student research assistant lifecycle.
• Assist in the logistics and follow-up for onboarding paperwork such as Participation Agreements, payroll, and systems access-related forms.
• Maintain a record of all new hire training certificates; following up as needed to ensure all research assistants have completed training.
• Manage and monitor contract renewals, extensions, etc.
• Assist the Resource Manager with the maintenance of tracking of contract project staff.
• The incumbent has access to all research assistant and project lead salary information.
• Maintain a record of all project-related staff contracts; archiving on an ongoing basis for audit purposes.

3. Timesheet Approvals:

• Approve timesheets for research assistants on a bi-weekly basis; ensure proof of Project Supervisor approval is documented for audit purposes.
• Prepare and submit a bi-weekly report to the Resource Manager of all approved timesheets.
• Liaise with HR on troubleshooting any timesheet issues; resolve issues in a timely manner.
• Escalate issues that may impact project staff pay to the Resource Manager.

4. Record keeping and administrative support:

• Prepare and upload documentation to respective grant folders for internal and external projects on a routine basis, including the following:
• Timesheet approval e-mails.
• Copies of project staff contracts.
• Receipts and other related documents of project-related purchases.
• Maintain and track all equipment purchased for projects.
• Keep inventory of all equipment purchased, including the location and return date of equipment.
• Coordinate the return and storage of equipment once the project is complete.
• Assist with attendance reports and maintain all other human resource information.
• Support office-wide initiatives, including events.

Qualifications

What you bring to the role:

Education:

A college certificate in Business Administration, Human Resources, Management, or related area.

Experience & Skills

• Experience in an editorial/communications environment
• Experience with academic writing, peer review, and publishing an asset.
• Familiarity with common publishing software is an asset.
• Excellent organizational and leadership skills
• Attention to detail
• Outstanding communication and people abilities
• Highly collaborative, and able to work independently as well as to manage project teams

What’s In it for you?

• An opportunity to have an impact with a post-secondary institution, poised to do great things.
• Diverse, hard-working, committed team of people who care about each other.
• Tools and technology that will allow you to succeed at your job.
• Highly supportive work culture

At Humber College we don’t just accept difference — we celebrate it! Experience comes in many forms, skills are transferable, and a progressive mindset goes a long way at Humber. If your experience is close to what we’re looking for, consider applying and tell us why you are a great candidate for this job. Find your Spot at Humber!

Equity, Diversity and Inclusion

Humber College is committed to a workforce that reflects the diversity of our students and our city. We actively seek Indigenous Peoples and individuals from equity-deserving groups with demonstrated skills and knowledge to deal with all aspects of equity, diversity and inclusion in a post-secondary environment.

Accommodation

Humber College is committed to accommodating applicants with disabilities throughout the hiring process, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Our HR Generalists will work with applicants requesting accommodations at any stage of the hiring process. This document is available in alternate formats upon request.

Anti-Discrimination Statement

At Humber College, all forms of discrimination and harassment are prohibited. Students and employees have the right to study, live and work in an environment that is free from discrimination and harassment. If you need assistance on concerns related to discrimination and harassment, please contact the Centre for Human Rights, Equity and Inclusion

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