Administrative Assistant – Organizational Development

ABOUT THE UPPER GRAND DISTRICT SCHOOL BOARD (UGDSB)

The UGDSB employs a team of approximately 4,000 dedicated staff who serve more than 35,000 students attending a variety of programs across 65 elementary and 11 secondary schools as well as continuing education and adult learning centres in the counties of Dufferin, Wellington, and the City of Guelph. The UGDSB covers the ancestral and treaty lands of the Mississaugas of the Credit, the Six Nations of the Grand River, and Saugeen Ojibway Nation.

The UGDSB is committed to supporting student achievement and well-being through our team of dedicated staff and strong learning communities, always striving to meet the diverse needs of our students. Our employees are empowered to contribute in meaningful ways to the success of our students and the greater organization.

THE OPPORTUNITY

The UGDSB is seeking a dynamic individual to join our team in the capacity of Administrative Assistant, Organizational Development.

Location: Guelph Board Office (500 Victoria Rd. N, Guelph, ON)

Hours of work/FTE: 1.0 FTE; 35 hours per week; Blended (remote/in-person) work model may be provided as per UGDSB Blended Work Model – Non School Based Staff Operating Procedure.

Salary Range: $59,300 to $71,200 per year

Board Information: 12 months; permanent, full-time; Administrative Employees

Reporting to the Senior Manager of PLC Services, the Administrative Assistant, Organizational Development, plays an integral role in providing administrative support to the Organizational Development team.

This position is responsible for supporting the administration of development programs for both teaching and non-teaching staff and contributing to various organizational development initiatives. Additionally, you will assist in coordinating key programs such as the Board’s Executive / System Leadership programs, teacher development programs, Principal / Vice Principal succession planning, and employee leadership development programs.

The Administrative Assistant, Organizational Development will partner closely with the Organizational Development Specialist and Administrative Officer to ensure a positive experience for all employees through effective orientation, onboarding, mentoring and professional development.

Responsibilities:

Orientation & Onboarding

• Assists with the coordination of new employee orientation programs for teaching and non-teaching staff to ensure they are introduced to school logistics, expectations, staff, policies / procedures, school culture, school community information, resource supports, etc.
• Specifically supports the Organizational Development team with the onboarding of new teachers.
• Tracks required onboarding documentation for new employees, including enrolling new employees into required Board-administered training courses.

Professional Learning & Development

• Provides excellent customer service by acting as primary point of contact for organizational development and general inquiries.
• Provides onsite logistical and administrative support for learning and development activities at various locations throughout the Board.
• Provides administrative support for the recruitment of Principals and Vice Principals at the UGDSB.
• Assists with the Principal and Vice Principal succession planning process, including position postings, scheduling of panel interviews, coordination of interview materials and record keeping.
• Collaborates with Organizational Development Specialist and Administrative Officer of Organizational Development to organize training for teaching groups by securing trainers, locations, and applicable materials.
• Works with internal stakeholders and subject matter experts to ensure learning content is always current.
• Maintains the Board’s annual training calendar.
• Uploads new and relevant content to Learning Management Systems course sites.
• Primary contact for Online Learning Management System and general training inbox.

Administration and Reporting

• Distributes and monitors surveys and assessments to measure department customer satisfaction and learning gains.
• Maintains department databases of required organizational training and legislative training for all organizational positions.
• Assists with the creation of written communications to support various projects and initiatives.
• Tracks and reports on applicable training completions for all employee groups and system locations.
• Uses technology to advance learning and development initiatives (e.g., Learning Management Systems, e-learning modules, etc.)
• Monitors the UGDSB website and internal SharePoint pages for opportunities to revise OD content and incorporate engagement material.
• Supports the transition/implementation of new Learning Management System(s).
• Enrolls existing employees into required and elective Board-administered training and development courses.

Other Duties

• Contributes to research and keeps up to date on best practices in organizational development.
• Performs other duties as assigned to learn and grow as a PLC / OD professional.

Experience and Qualifications:

• Post-secondary degree or diploma in Human Resources, Business Administration, Learning & Organizational Development, or a related discipline.
• Minimum of one (1) to three (3) years of recent, related and professional experience in Human Resources.
• Actively working towards or achieved the Certified Human Resources Professional (CHRP) is required.
• Proven experience in supporting design, delivery and evaluation of training and development programs.
• Demonstrated experience collaborating with Organizational Development (OD) teams on executing change management initiatives and employee engagement strategies.
• Prior experience assisting leadership teams in creating, facilitation and assessment of leadership development programs and workshops.
• Proven proficiency in Microsoft Office suite (Word, Excel, PowerPoint, and Outlook), Google Docs, HRIS, SharePoint, Learning Management Systems and other databases.
• Ability to work independently in an organized manner, as well as collaboratively in a team-based environment.
• Demonstrated understanding of commitment to equity, diversity, and inclusion.
• Excellent oral and written communication skills, with the ability to interact effectively, professionally, and courteously with all levels of staff, external contacts, and the general public.
• Strong organizational skills with the ability to handle high volumes of work accurately and within deadlines.
• Collaborative, professional and collegial team player with excellent customer service skills.
• Proven ability to organize and coordinate a diverse number of projects,
• Well organized with the ability to support the implementation of organizational efficiencies.
• Adept in collecting, organizing and analyzing large volumes of data.
• Previous experience in a unionized / school board / public sector organization is preferred.
• Actively working towards or achieved the Certified Training and Development (CTDP) designation is an asset.
• Knowledge of adult learning principles, change management and employee engagement concepts is an asset.
• Knowledge of organizational development trends and practices in an education environment is an asset.
• Requires a Valid Ontario driver’s license and access to a personal vehicle.
• Travel to other Board locations is required due to the training component of the position.
• Saturday and occasional evening work may be required, flexibility to adjust working hours as needed is essential.

APPLICATION DETAILS

Candidates are invited to email their cover letter and resume in PDF format to ae.jobs@ugdsb.on.ca,specifying ‘Job Code 24AE22’ in the subject line, no later than 4:00 p.m. on October 3, 2024. While we thank all applicants for their interest in working for the UGDSB, we wish to advise that only those selected for an interview will be contacted.

Please note: An original Vulnerable Sector Check (VSC) must be provided prior to the commencement of employment (if the successful candidate is external). The VSC must be dated within 6 months of the start date of employment. For further information, refer to the UGDSB’s Criminal Record Check requirements.

INCLUSIVE RECRUITMENT & HIRING

Employment Equity

The UGDSB is committed to disrupting systemic racism and oppression in all of its forms. We are committed to building a diverse staff that is reflective of and adds value to the community and students we serve. We actively encourage applications from members of groups who have historically and/or currently experience marginalization and/or barriers to equity, including, but not limited to:

• First Nations, Inuit, and Métis peoples, and all other Indigenous peoples
• Persons of marginalized sexual orientations, gender identities, and gender expressions
• Members of groups that commonly experience discrimination based on race, ancestry, ethnicity, colour, religion and/or spiritual beliefs, or place of origin
• Persons with visible and/or invisible disabilities

At UGDSB, we recognize that many of the identities listed above do not exist in a single form and are often intersecting, creating complex and unique experiences for applicants. We value the contributions that each person brings and are committed to creating and maintaining an environment where everyone can participate fully, thrive, and reach their full potential. Please visit Safe, Equitable and Inclusive Schools to find out more about equity, diversity and inclusion at the UGDSB.

Accommodation & Accessibility

We seek applicants with a wide range of abilities, and we provide an accessible candidate experience. If you require accommodation at any phase of the recruitment process, please contact wellness@ugdsb.on.ca.