Administrative Coordinator

1 month ago

Concord, Canada Toronto and Region Conservation Authority (TRCA) Full time

**Position Details**:
**Current Rate of Pay**: Min = $34.60/hr, Max = $37.51/hr

**Employment type**: Full-Time Contract

**Duration of employment**: 5 Months

**Hours of work**: 35 hrs/week

**Work location**: Head Office

**Division**: Development and Engineering Services

**Business unit**: Engineering Services

**Remote Work**: Hybrid

**About TRCA**:
With more than 60 years of experience, Toronto and Region Conservation Authority (TRCA) is one of 36 Conservation Authorities in Ontario, created to safeguard and enhance the health and well-being of watershed communities through the protection and restoration of the natural environment and the ecological services the environment provides.

TRCA is considered the provincial leader in conserving, restoring, and managing natural resources to advance safe and sustainable development.

**How you will contribute as part of the TRCA team**:
Reporting to the Director (or CFOO), the Administrative Coordinator is responsible for providing complex and confidential administrative and operational support to the Director. This position will support the Director in managing their administrative, issues management, communications, budgeting, analytical and research duties and special projects as assigned. This position requires considerable confidentiality, initiative, tact, maturity and independent judgement. The Administrative Coordinator is expected to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with sound judgement and discretion. The position requires a high degree of collaboration, along with tact and diplomacy as the role requires significant communication and collaboration often acting as the point of contact for senior leadership and management, as well external stakeholders and customers.

**Major Responsibilities**:

- Managing information flow in a timely and accurate manner, acting as the gate keeper of the directors appointments and priorities.
- Provides high level administrative support to the Director and divisional staff, ensuring a high degree of quality assurance and professionalism.
- Ensures sensitive information is handled in a confidential and secure manner.
- Prioritizes and recognizes urgency of requests and brings critical matters forward, relaying information in a timely manner and performing follow-up as required.
- Maintains the directors’ records and files in an organized and efficient way.
- Coordinates and manages special projects, team meetings and events with focused attention to detail.
- Prepares correspondence, presentation material, and communications at a high-level ensuring professionalism and quality controls are adhered to.
- Reviews and directs calls and correspondence on behalf of the Director and Division and handles inquiries and requests from internal and external stakeholders, municipalities, agencies and the general public.
- Manages the divisional budget, and monitors, reviews, and approves standard expenditures to ensure the activities of the office are conducted within established budgets. Manages the variance analysis related to expenditures and budget and ensures monthly reconciliation.
- Consistently exercises discretion in managing correspondence, information and all matters of confidentiality; raise issues where appropriate.
- Assists with preparing and monitoring of the operations budget for the Director.
- Responds to and resolves general and confidential inquiries, working closely with other internal departments, as well as external contacts.
- Actively pursues effective and efficient operations of their respective areas, implementing administrative standards that align organization wide, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet service delivery commitments and standards.
- Provides administrative support for people related transactions, e.g., timesheets, vacation requests, etc.
- Provides reception relief and support.
- Coordinates and completes various special projects/assignments as required.

**What will you need to succeed**:

- Two (2) years College Certificate in office administration or combination of equivalent post-secondary education and experience.
- Valid class G Ontario driver’s license an asset.
- Minimum of five (5) years related experience in office administration preferably in a public sector environment.
- Three (3) years experience providing support to senior and/or executive level management.
- Ability to effectively communicate at a high level, both verbally and in writing, with tact and diplomacy, with a wide variety of individuals both internal and external to the organization.
- Ability to deal with sensitive and complex business and employee issues in a confidential and professional manner.
- Ability to deal with ambiguity and handle stressful and difficult situations with composure.
- Strong a

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