Bilingual Administrative Coordinator

3 months ago

Ottawa, Canada The Professional Institute of the Public Service of Canada Full time

**Division**: Collective Bargaining and Compensation Services

**City**: Ottawa, ON

**Type of position**:Hybrid

**Job Term**:Permanent Full-time (35 hours per week)

**Union**:IAM Local 3011

**Competition** 24-71

The Professional Institute of the Public Service of Canada, a national union representing some 70,000 professionals and scientists throughout Canada, requires a bilingual **Administrative Coordinator** in its Collective Bargaining section for its National Office.

PIPSC/IPFPC is committed to building an inclusive workplace where diversity of thought - and of people - are recognized, valued, and considered essential to achieving our goals and objectives. We are making concerted efforts to foster a workforce that is representative of our diverse membership. We strive to create a work environment that is welcoming to everyone regardless of their gender, age, religion, race, ethnicity, and nationality. Particularly equity deserving groups, such as members of the IBPOC, and 2SLGBTQIA+ communities, people living with disabilities.

**What can I expect to do in this role?**

Under the supervision of the Executive Assistant, the Administrative Coordinator, Collective Bargaining maintains a good working relationship between elected members and the Collective Bargaining team as the primary point of contact.

This position provides operational support to Institute Bargaining Groups and members by organizing and supporting a high volume of Group meetings, annual elections and periodic ratification processes while also providing administrative support to the assigned Groups and Negotiators. The Administrative Coordinator, Collective Bargaining works with considerable autonomy and initiative in providing these representational and member services.

**Primary responsibilities**:

- Maintain regular and ongoing communications with elected members of assigned Institute Bargaining Groups (Groups) to organize and support Group meetings, collective bargaining meetings, annual elections, ratification votes and other events in collaboration with other Institute sections.
- Organize the logistics for numerous in-person and virtual Group Executive meetings, annual general meetings (AGM) and bargaining team meetings (during collective bargaining cycles). Take initiative to problem solve new situations and issues which arise. Maintain up-to-date and accessible event plans and timeline records.
- Plan, organize and schedule meetings and events in concert with Group members. Arrange for location, time, travel, meeting facilities, and assemble required documentation. Notify participants and prepare agenda, materials and reminder notices. Attend AGMs to coordinate logistics and provide assistance and support as needed.
- Research and recommend meeting/event venues (e.g. hotel/conference centre/other), establish (negotiate) costs and arrangements with venue representatives and prepare cost-comparisons as warranted. Make and coordinate arrangements with employers (e.g. Treasury Board Secretariat staff) for employer rooms/venues, equipment requirements, translation services and associated costs for collective bargaining and other meetings. Track and verify related expenses (preliminary and final).
- Prepare and obtain approval for venue and service/equipment contracts. Make event arrangements with venue personnel including room bookings and set-up, meals including for participants with special dietary needs, equipment, hospitality suites and address last minute requests and changes in conformity with Finance and Travel policies.
- Enter the meeting/event/travel/participant information into the systems used by the Institute for meetings/events and travel and seek/obtain approval. Address and assist in the resolution of system and expense claim issues that arise in concert with other Institute staff (e.g. Finance/Corporate Services). Update this information and close-out the activities in the systems following the events.

**Education, Experience and Skills Required**

**Education / Experience**:

- Completion of secondary school diploma plus at least one year post-secondary education
- Three (3) to five (5) years of experience in performing administrative and clerical duties, or an equivalent combination of education and experience

**Language requirement**:

- Fluency in both official languages (French and English) is **required**

**Skills and experience required**:

- Basic knowledge of labour relations terminology
- Thorough knowledge of Institute and assigned Group meetings, travel, accommodation and elections bylaws and procedures
- Good knowledge and experience in office administration practices and procedures
- Strong organizational, and time management skills
- Good interpersonal and member (client) service skills including in dealing with individuals who may be upset or frustrated
- Strong communication skills in both official languages
- Ability to work, take initiative and problem solve autonomously
- Ability to loc

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