Administrative Coordinator

3 weeks ago

Toronto, Canada Ministry of Citizenship and Multiculturalism Full time

The Ministry of Citizenship and Multiculturalism seeks an individual with strong team skills and initiative to oversee the daily administrative operations of the Heritage Branch.

**OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism**: We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

Visit the **OPS Anti-Racism Policy** and the **OPS Diversity and Inclusion Blueprint** pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's **Human Rights Code**. Refer to the "How to apply" section if you require a disability-related accommodation.

**What can I expect to do in this role?**: In this position, you will:

- maintain the Director's appointment calendar, schedule meetings with internal and external clients; coordinate events and stakeholder consultation sessions; assemble meeting materials; book meeting rooms; arrange hospitality and equipment as required;
- manage incoming correspondence and requests from stakeholders or various offices in the Ministry;
- monitor the movement of material for efficient retrieval, record keeping and archiving; maintain a bring-forward system to ensure deadlines are met;
- provide financial services to the Director's Office (e.g. order office supplies, process invoices, manage petty cash, review and reconcile purchase card and travel card statements; prepare IFIS and salary forecasts, and SODO requests);

**How do I qualify?**:
**Mandatory**:

- Advanced oral and written French language skills.

**Administrative Knowledge**:

- you have knowledge of scheduling practices techniques to schedule/reschedule a high volume of competing appointments, meetings, presentations, events and consultation sessions for the Director;
- you have knowledge of administrative service principles, methods and practices, to provide administrative services for the Director and the Branch (e.g. delegation of authority, finance and purchasing procedures, record keeping and preparation of human resources documents and processes)

**Communication and Interpersonal Skills**:

- you can exercise tact and diplomacy when dealing with staff and internal and external stakeholders, and sensitive and confidential material;
- you can communicate effectively to collect or convey data/information, schedules, and issues and to facilitate communications flow;
- you can prepare, proofread/edit outgoing mail/documents for accuracy (spelling, grammar, format, etc.)

**Analytical, Problem-Solving and Organizational Skills**:

- you can determine the nature, urgency and appropriate action required to coordinate, schedule/reschedule the Director's calendar;
- you can identify and resolve discrepancies relating to attendance credits, invoices, and expense claims;
- you have the ability to determine the most effective way to present material when typing correspondence, reports etc. and to resolve problems by trying different layout formats or software packages

**Other Essential Skills**:

- you are proficient with various software programs (e.g., Microsoft Office, Outlook, WIN, IFIS, eCorrespondence) for word
- processing, database management, presentations, spreadsheets, to design, compose and produce various documents, organization charts, graphs and correspondence, and to maintain schedules and calendars;
- you have experience working with general office equipment such as printers, photocopiers, facsimiles, scanner to operate efficiently and ensure adequate maintenance or determine if service providers should be contacted for repairs

**Additional Information**:
**Address**:

- 1 Bilingual English/French Temporary, duration up to 6 months, 400 University Ave, Toronto, Toronto Region

**Compensation Group**:

- Ontario Public Service Employees Union- Understanding the job ad - definitions
- **Schedule**:

- 3**Category**:

- Administrative and Support Services**Posted on**:

- Monday, March 18, 2024**Note**:

- This ad is also available in French.
- T-CZ-211490/24

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