Coordinator, Administration

7 months ago

Waterloo, Canada Region of Waterloo Full time

**Our Story**:
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect and innovation.

This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.

**Our Team**:
We are a group of Transit professionals executing the Region’s vision of a sustainable transportation system providing safe, reliable, and customer-focused transit services to our community.

**The Opportunity**:
Reporting to the Manager of Transit Operations, this exciting opportunity would be well suited for an individual who is looking to be part of a dynamic service-oriented team. As the Coordinator, Administration (Transit Operations), you will provide confidential administrative support to the Division’s operations management team, including compiling information for union-management, grievance, and contingency and emergency planning meetings; preparing data for operational planning and performance; and maintaining documents. Processes and prepares video files for use in investigations.
- You will provide administrative support and coordinate meetings (e.g., room booking, scheduling, agendas and reports, compiling information and actions items, catering, minutes) for the transit operations management team, including for union-management, grievance, contingency and emergency planning meetings. Coordinates follow-up, as required.
- Organize and track confidential documents (e.g., discipline/termination letters, reports, presentations, minutes). Create and work with materials containing sensitive labour relations information.
- Process and prepare video files from transit and light rail vehicles and stations as requested by third parties (e.g., police, solicitors, insurance) and internal staff, within timelines. Downloads files based on specifications, completes tracking documentation, routes for management signoff, and releases per policy. Videos may be used as evidence in investigations and legal cases and may show scenes depicting injuries, illegal acts, and violence.
- Act as a liaison with police, corporate and transit staff (HR, security, transit operations, information management and privacy, legal) regarding video evidence and related paperwork. Complies with policies, ensuring timely, accurate flow of evidence. Respond to inquiries and follows up to clarify requests outside of policy or regarding missing/incomplete form information.
- Prepare data reports/summaries and related analyses on transit operations for management. Compile and organize information based on criteria as directed or in consultation with management. Ensure data is accurate, clear, and understandable.
- Maintain transit operations standard operating procedures and transit operator manuals. Works with operations management and corporate or internal partners such as HR for information, and makes updates for Manager’s review and approval.
- Circulate corporate and departmental policy and procedure updates and reports to operations staff for signoff, and submits to HR.
- Develop, implement, and maintain a filing system.
- Act as the staff resource for the Section’s administrative policies and procedures. Provides troubleshooting assistance regarding operational and program related systems; guidance/assistance on corporate-wide systems initiatives; and assists with freedom of information requests, including retrieval, disposal, and destruction of files per legislation.
- Lead/coordinate special projects to meet directives from HR and other corporate areas. Administers project as needed, including training, planning, and quality assurance (e.g., training materials, tracking system).
- Performs related duties as required.
- Ability to maintain confidentiality and discretion regarding sensitive information.
- Knowledge of and ability to comply with policies, procedures, collective agreements, and legislation (e.g., privacy, freedom of information).
- Organizational, administrative, time management, and problem solving skills to meet strict timelines; review requests and follow up on missing or unclear information; assist in implementing corporate directives as needed; and gather, compile, and organize data into reports and summaries.
- Ability to work independently.
- Communication skills to liaise with internal staff, third parties, and others to obtain and coordinate information and related processes. Ability to participate as an effective team member.
- Ability to read and interpret policies, procedures, legislation, and collective ag

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