Workforce and Administrative Coordinator, Western College of Veterinary Medicine

Workforce and Administrative Coordinator, Western College of Veterinary Medicine

Summary:

The workforce and administrative coordinator provides administrative coordination and operational support for workforce-related activities within the department. This position coordinates recruitment, onboarding, employee administration, scheduling support, and a variety of workforce transactions and processes. Working within a coordinated administrative team, this role supports managers and employees by facilitating workforce activities, maintaining records, responding to inquiries, and coordinating operational workflows. The coordinator contributes to the continuity of administrative services through collaboration with scheduling and finance staff and supports workforce-related reporting, documentation, and process improvement activities. This role also helps maintain accurate workforce information and supports effective employee transitions throughout the employment lifecycle.

Duties and Responsibilities:

• Coordinates recruitment administration, including preparing and posting opportunities, screening applications against established criteria, communicating with candidates, scheduling interviews, facilitating reference checks, preparing selection materials, and maintaining recruitment documentation.
• Coordinates onboarding and offboarding activities, including employee documentation, orientation arrangements, systems and facility access, keys, parking, training requirements, and other processes that support employee transitions.
• Processes workforce-related transactions, including appointments, extensions, employment changes, leave documentation, and departures, while liaising with university service units and following up on outstanding items.
• Serves as a central administrative contact for managers and employees by responding to process-related inquiries, providing status updates, and referring matters requiring specialized support to the appropriate university unit.
• Escalates unusual, complex, or higher-risk matters to the appropriate manager or specialized office.
• Coordinates shared workflows, supports workforce-related financial and operational transactions, and maintains continuity of administrative services in collaboration with finance administration and scheduling staff.
• Supports casual employee hour approvals and employee time reporting processes.
• Assists with payroll corrections and other payroll-related transactions.
• Supports month-end financial processes through cash deposits, statement generation, and accounts receivable activities.
• Compiles, tracks, and reports workforce information, process status, and service metrics to support operational planning, follow-up, and decision-making.
• Develops and maintains templates, checklists, process documentation, and administrative resources, and identifies opportunities to improve consistency, efficiency, and service delivery.
• Maintains accurate and confidential employee recruitment, workforce and personal records in accordance with university procedures, privacy requirements, and records management practices.
• Provides administrative support to managers, including preparing correspondence, forms, reports, meeting materials, schedules, and workforce-related information.
• Supports staff scheduling activities by maintaining scheduling information, facilitating shift and coverage adjustments, and assisting with staffing coordination.
• Builds effective working relationships with managers, employees, candidates, and university service units while providing responsive and professional support.
• Communicates and acts in a respectful and professional manner, collaborates effectively, abides by policy, and contributes to a positive and productive work and learning environment.

Qualifications:

• An office administration diploma; a bachelor’s degree in a related field is an asset.
• Minimum of three years of progressively responsible experience coordinating recruitment, onboarding, workforce administration, scheduling, or related administrative processes in a complex service environment.
• Experience using applicant tracking, employee information, scheduling, financial, or related administrative systems is an asset.
• Familiarity with university structures, processes, and systems is preferred.
• Strong communication and interpersonal skills.
• Ability to handle confidential and sensitive information with discretion, sound judgment, and professional integrity.
• Excellent organizational and time-management skills.
• Ability to coordinate a high volume of detailed work, maintain competing priorities, and meet deadlines.
• Effective relationship-building and client-service abilities.
• High attention to detail and accuracy.
• Ability to work effectively both independently and collaboratively in a team.
• Proficient computer skills, including Microsoft Office applications; ability to learn and use new systems and technologies.