Looking for an prospect that goes beyond traditional administrative support? As an Administrative Coordinator in Financial Affairs, you'll play a key role supporting senior leadership, coordinating strategic initiatives, and contributing to projects that have an impact across the University. This is an exciting opportunity for someone who enjoys building relationships, solving problems, and helping complex initiatives move from ideas to reality.

Department Description:

Financial Affairs provides strategic financial leadership, stewardship and operational support to the University through financial planning, treasury and investment management, accounting and financial reporting, budgeting, procurement, financial systems, financial operations, governance, regulatory compliance and continuous improvement initiatives. Financial Affairs supports the University's financial sustainability and stewardship through effective financial strategies, policies, controls, systems and services. The portfolio includes the Office of the AVP & Chief Financial Officer, Treasury & Investments, the Controller portfolio and other Financial Affairs functions and strategic initiatives.

Job Summary:

The Administrative Coordinator provides comprehensive administrative, operational and project coordination support to designated Financial Affairs leaders and their respective functional portfolios. The position is responsible for coordinating a broad range of administrative activities, including executive support, calendar management, meeting and governance coordination, communications, event planning, financial and human resources administration, records management and office operations.



The Administrative Coordinator also supports the implementation of Financial Affairs initiatives and projects by coordinating meetings, maintaining project documentation, monitoring activities and timelines, tracking deliverables, preparing materials and reports, and supporting project-related communications and implementation activities.

Accountabilities:

1. Administrative Support to Designated Financial Affairs Leaders

- Provide comprehensive administrative support to designated Financial Affairs leaders and their teams.
- Manage complex calendars, schedules and meeting requests, ensuring effective coordination of competing priorities.
- Monitor action items, commitments, deliverables and deadlines; coordinate follow-up activities and facilitate completion of outstanding requirements.
- Resolve routine administrative and operational issues within the scope of the role and identify matters requiring escalation.
- Coordinate travel arrangements, conferences, expense claims and related administrative activities.
- Draft, format, edit and distribute correspondence, reports, presentations and other documentation.
- Monitor and respond to inquiries, redirect matters as appropriate and ensure timely follow-up on requests.
- Maintain confidential records and information and exercise discretion when handling sensitive matters.
- Coordinate financial and human resources administrative processes, including procurement, invoice processing,



recruitment coordination, onboarding activities and employee records administration.
- Coordinate and prioritize administrative requirements associated with recurring departmental, operational, planning, reporting or compliance activities, including schedules, documentation, approvals and follow-up.
- Manage office operations and administrative procedures, evaluating existing processes and recommending improvements to enhance service delivery, operational efficiency and consistency across Financial Affairs.

2. Meeting, Governance and Office Coordination

- Coordinate meetings, committees, working groups and governance activities, including scheduling, agenda preparation, circulation of materials and follow-up activities.
- Prepare and distribute meeting documentation and maintain related records.
- Record, distribute and track meeting decisions, action items and deliverables.
- Maintain governance and operational calendars, monitor reporting deadlines and facilitate required submissions, approvals and follow-up activities. Coordinate logistics for meetings, workshops, retreats, learning sessions and special events.
- Support compliance with administrative and governance procedures by ensuring accurate documentation and timely completion of required processes.
- Coordinate records, information and document-management practices to support accessibility, accuracy, confidentiality and compliance.

3. Project and Strategic Initiative Support

- Provide project coordination support for Financial Affairs initiatives and implementation activities.
- Coordinate project meetings and implementation activities, including preparation of materials

📌 Administrative Coordinator (Canada)
🏢 McMaster University
📍 Canada