Legal & Labour Relations Assistant

1 month ago

Ottawa, Canada Canadian Association of University Teachers Full time

**Legal & Labour Relations Services Assistant**

The Canadian Association of University Teachers (CAUT) is seeking to fill the regular, full-time position of Legal & Labour Relations Services Assistant.

CAUT is a progressive labour and professional organization representing more than 72,000 faculty, librarians, researchers, academics, and general staff at 124 universities and colleges. It promotes the economic and political interests of its members, advances the standards of the profession, and seeks to improve the quality and accessibility of post-secondary education in Canada.

Reporting to the Director of Labour Relations Services & General Counsel, this position provides high-level and detail-oriented administrative and clerical support to the Legal Services and Labour Relations team. The incumbent has experience providing support to a team of legal and/or labour relations professionals.

**Duties and Responsibilities**
- Tracks, enters data into, and maintains assigned databases.
- Prepares, updates, and maintains accurate file summaries for workload charts.
- Tracks and coordinates payment of invoices to suppliers and/or members.
- Prepares layout of, reviews, and proofreads reports, letters, correspondence and other documents, using word processing, spreadsheet, database, or presentation software.
- Stores electronic documents according to the protocols of the document storage system and maintains and organizes the files of the section.
- Coordinates and participates in regular team meetings to ensure alignment on goals, progress against priorities, and two-way communication.
- Compiles documents for legal cases, conferences, meetings, forums, meetings, training, and other similar events, in electronic formats and/or printed and arranged in binders.
- Handles internal and external requests for information.
- Schedules meetings/conference calls and takes minutes during meetings.
- Coordinates and prepares the mailing of documents.
- Provides logístical support during major events.
- Adopts new tools and systems as relevant to the role.
- Adheres to established processes and quality control systems for administrative workflow and recommends enhancements to improve quality or efficiency.
- Other related duties as assigned by CAUT management.

**Qualifications**

Education & Experience:

- College or university diploma or degree in relevant field or equivalent administrative training.
- At least 3 years of experience in a similar capacity is required, preferably in a legal services environment.
- Experience in providing committee support, including organizing and supporting meetings, taking, or proofreading minutes is preferred, preferably in a legal services environment.
- Extensive experience using various computer programs such as Windows, Microsoft Office 365 Applications (Word, Excel, PowerPoint, Outlook, Teams, SharePoint), and Adobe.
- Previous professional experience working in an association, trade union, or not for profit organization is an asset.

Language Requirements:

- Ability to work in both official languages at an advanced level is a strong asset; fluency in verbal and written English essential.

Knowledge, Skills, & Abilities:

- Strong organizational skills with outstanding attention to detail.
- Ability to meet tight deadlines across multiple tasks.
- Motivated, proactive, and solutions focused with the ability to identify, anticipate, and respond to office needs.
- Skilled in providing excellent member services through clear communication.
- Ability to accurately record and archive committee discussions.
- High degree of professional ethics and integrity; operates with discretion in handling documents and enquiries.
- Ability to work cooperatively, collaboratively, and with tact as part of a team.
- Ability to work within established procedures and identify opportunities for improvements.
- Ability to operate general office equipment.
- Efficient at using the Microsoft suite of products, including document storage, and other tools facilitating member data and internal and external communications.
- Ability to work independently, prioritize workload, and demonstrate initiative in an environment with changing or multiple priorities and stringent deadlines.
- Ability to communicate verbally and in writing effectively throughout all levels of the organization.
- Ability to utilize discretion, initiative, and judgment in handling sensitive and confidential details.
- Understanding of and commitment to CAUT’s policies, practices and procedures and alignment with CAUT’s values and objectives, including social justice, equity, and human rights.

**Location and Hours of Work**:
The position normally works 35 hours per week (Monday to Friday); overtime may occasionally be required.

**Compensation**:
This position has been classified as Category ADMSS in the Collective Agreement between CAUT and COPE Local 225. The current hire rate for this category as of July 1, 2023, is $70,003.00.

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