Intake and Administrative Coordinator, Equity, Diversity and Human Rights Office
Required Position
Full-Time Appointment
Responsibilities
Reporting to the EDHRO Directors, the Intake and Administrative Coordinator will provide administrative support to all aspects of the EDHRO’s operations in order to ensure organizational effectiveness and efficiency, including but not limited to coordinating schedules of the Directors, maintaining the EDHRO’s operational budget, compiling reports and statistics on the EDHRO’s case contacts and activities to support the EDHRO’s reporting to the Laurentian University community as well as under legislative reporting obligations, management of confidential case files, including maintenance of bring‐forward system, and drafting confidential correspondence required by the complaint resolution processes. As the first point of contact with staff, faculty and students accessing services within the EDHRO, the Coordinator must provide initial information and guidance regarding EDHRO’s services and assist with initial triaging of concerns. The Coordinator must work under deadlines in an environment with constantly changing priorities and must provide both effective support and high level of discretion in safeguarding the privacy and confidentiality of those accessing the EDHRO’s services.
- Act as the first point of contact for individuals accessing the EDHRO regarding questions/concerns/complaints, responding with professionalism, empathy and understanding in a neutral and unbiased manner for individuals who may be experiencing difficult circumstances;
- Act as a resource to the University community by providing information about EDHRO policies and services, determining the nature of the inquiry and its urgency, and when necessary, referring questions to the appropriate office or individual;
- Receive and perform a preliminary review of incoming correspondence, triaging material by importance and knowledge of related timelines, schedules, and urgency;
- Draft confidential correspondence relating to complaint resolution processes, including complaint summaries, notifications, and decision notices;
- Track and compile statistics on the EDHRO’s annual case contacts and activities in order to support the EDHRO’s reporting obligations under Laurentian University policies and related legislation;
- Management of confidential case files, including maintenance of bring-forward system;
- Communicate with and prepare documents as needed for external mediators and investigators;
- Track and maintain the EDHRO operational budget, including preparing purchase orders, paying invoices, etc.;
- Ensure invoices are appropriately processed and paid in a timely manner;
- Coordinate schedules for the Directors;
- Provide support with policy review and internal reporting, including drafting memoranda, briefing notes, etc.; and
- Perform other duties as assigned.
Qualifications
- Minimum three-year (3) post-secondary degree, certificate or diploma in a related field;
- Three (3) to five (5) years of experience in an administrative role or relevant field;
- Excellent written and verbal communication skills in both official languages (English & French);
- Ability to handle highly sensitive matters with integrity and confidentiality;
- Ability to develop knowledge of other cultures and skills to engage with those of other cultures or backgrounds is required;
- Knowledge of key legislation, including the Ontario Human Rights Code, Occupational Health and Safety Act, and Accessibility for Ontarians with Disabilities Act;
- High level of attention to detail;
- Excellent organizational skills to prioritize workload in a fast-paced environment with changing deadlines and the need to respond quickly to urgent situations;
- Ability to work independently and take initiative, as well as perform effectively as a team member;
- Excellent interpersonal skills, including communicating with both internal and external stakeholders with a high degree of tact and professionalism;
- Sensitivity to and awareness of Indigenous and disability-related issues and their intersection(s) with other identities, including race, gender, religion, sexual orientation, age, marital status, family status, etc.;
- Basic accounting and strong budget management experience;
- High proficiency in word processing and database software;
- Demonstrated problem-solving skills and a self-starter;
- Excellent Microsoft Office Suite and Google Apps knowledge and experience working with integrated management information systems;
- Experience working in a post-secondary institution is considered an asset.
The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during and including the months from September to April, and from 8:30 a.m. to 4:00 p.m. Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.
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Applications will only be accepted through our online form.