Family of Schools Administrative Assistant

6 months ago

Whitby, Canada Durham District School Board Full time

**Organizational Relationship**:
Reports to the Superintendent of Equitable Education

**Summary**:
Provides administrative, clerical and logístical support to the Superintendent of Education to ensure the efficient, timely and responsive operations of the department. May carry out/coordinate special assignments and tasks as directed and provide guidance and direction to departmental staff regarding administrative functions, office procedures and corporate policies.

**Duties and Responsibilities**:
**PROVIDE SUPPORT TO SUPERINTENDENT**: Assist in the daily operations, planning, implementing, directing and maintenance of the department. Provide a wide range of administrative and logístical support to coordinate, schedule and organize the Superintendent’s itinerary and calendar, filing system, internal meetings, conference calls, workshops, events and special project. Respond to calls, requests or inquiries from various stakeholders, including trustees, administrators, staff members, teachers, parents and ensure that requests for action and appropriate information are delegated, acted on and replied to in a timely manner.

**LIAISE WITH INTERNAL AND EXTERNAL STAKEHOLDERS**: Establish and maintain effective and harmonious working relationships with DDSB employees, external partners and the public. Interact with Family of School Superintendents, Senior Administrative Team members, the Ministry of Education, administrators, external partners, the public and other district departments and their respective staff on issues, concerns and projects related to the work. Collaborate to resolve issues and concerns for the best outcome. Coordinate responses, prepare correspondence and communicate with others to ensure accurate and timely communication of information.

**CONTRIBUTE TO BUDGET MANAGEMENT**: Assist and/or prepare the department's administrative operating budget, including budgets for the Area/Ministry/Portfolio/NTIP and SSA. Ensure the timely advice, information and reports are available to support discussion and decision making. Process daily accounting activities and reconcile expenditures ensuring accuracy. Manage inventory of assets and supplies (resource, office supplies and equipment), sourcing for supplies and the submission of invoices.

**MANAGE INFORMATION AND DOCUMENTS**: Research, produce, monitor, track, update and maintain information, data, records, lists, files, newsletters, documentation for meetings, department communications, website and a record management system and provide follow-up and updating as required. Prepare and/or assist in the preparation of documents, presentations and reports, and distribute to the appropriate parties in accordance with established standards.

**PROVIDE ADMINISTRATIVE SERVICES TO REGIONAL PORTFOLIOS**: Determine, review, assess and provide administrative support relating to adequate resources and services, and new and /or ongoing projects. Collaborate with Ad Hoc Committees to update Policy/Procedure/Regulations and Resource Materials. Provide event planning for Professional Development Training, Symposiums and Conferences for internal and external partners.

**GUIDE CLERICAL SUPPORT STAFF**: Provide guidance and expertise to support the work of clerical staff, including delegation of work assignments, direction on project priorities and timelines, motivating and supporting educational opportunities for growth and development.

**Q ualifications**:
1. Completion of a college diploma in a related discipline (Business or Office Administration) or a combination of education, training and experience deemed to be equivalent.

2. Minimum three (3) - five (5) years office administration experience required.

4. Knowledge of relevant legislation, policies and procedures relevant to the collection, recording, storage, security, distribution and disclosure of information.

5. Planning and organizing skills to organize, prioritize and, where applicable, delegate work activities.

6. Supervisory skills including a demonstrated ability to effectively motivate and supervise staff.

7. Exceptional written and oral skills to document and communicate contentious issues.

8. Ability to collect, record and maintain accurate, detailed, relevant and logical notes, files and information.

9. Conflict Management and Resolution Skills.

This is a 35 hour per week, 12 month permanent position.

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