Administrative Assistant Policy

7 months ago

Toronto, Canada ONT.COLLEGE OF TEACHERS Full time

**Posting 24-19**

**Administrative Assistant**

**Policy & Governance Unit**

**Policy, Governance and Tribunals Department**

Limited term appointment -up to 12 months

Category 13 - Hiring Range $52,697 - $58,345

With your successful administrative experience in a fast-paced office environment, ability to multi-task and prioritize, and strong organization, interpersonal, and oral and written communication skills, you will provide administrative assistance to the College’s Policy and Governance Unit, including supporting the registration and accreditation appeals processes. While not required, bilingualism would be an asset for this position.

**Responsibilities**:

- Support the Policy Analyst, Appeals in scheduling meetings and establishing panels in conjunction with the Registration Appeals Committee and Accreditation Appeals Committee, including preparing agendas, meeting notices, draft decisions, and ensuring timely delivery of panel materials. Provide backup for the Executive Assistant to the Director of Policy, Governance and Tribunals and the Council and Committee Officer, as needed.
- Liaise with independent legal counsel, Committee/Roster Members, Members of the profession, and applicants regarding the Registration Appeals and Accreditation Appeals process, including providing support at panel meetings and coordinating post-panel meeting tasks, as required.
- Prepare and distributes Registration Appeals and Accreditation Appeals Committee meeting notices, agendas, and minutes.
- Distribute materials electronically to Committee members for Committee meetings.
- Provide support for Registration Appeals and Accreditation Appeals Committee meetings and training sessions when required including assisting the Policy Analyst, Appeals in the preparation of training information packages.
- Maintain the Registration Appeals database
- Assist in a redaction process of decisions including logging, editing ensuring accuracy, arranging translation and distribution for sign offEnsure that work prepared in the Unit for the College Council or senior staff is of high quality and is processed according to format in a timely manner.
- Act as a resource person, follow up on queries from internal College staff on the status of various projects.
- Organize and maintain the filing system for the Unit including archiving.
- Assist in the compilation of statistical data for the Unit.
- Organize meetings as requested by the Manager including preparation and distribution of agendas and meeting packages, booking meeting locations, setting up equipment resources, arranging hospitality, and preparing meeting minutes.
- Maintain the Manager’s calendar, as required, prioritizing scheduling and managing conflicts, and develop a daily calendar package with appropriate background material.
- Prepare draft correspondence for the Manager in reply to incoming correspondence or routine enquiries, including prepping for signature and delivery.
- Maintain an accurate attendance record system for the Unit.
- Make travel arrangements and set itineraries for the Manager or Analysts.
- Coordinate or provide orientation for new Unit staff.
- Track and process invoices and expense claims ensuring accuracy and adherence to finance policies ensuring expense reimbursement is within the expense report guidelines; validate expense reports prior to approval.
- Track and maintain follow-ups on deadlines and outstanding items.
- Perform other duties that may be assigned by the Manager of Policy and Governance.

**Qualifications**:

- 3-5 years of administrative experience, or an equivalent combination of education and experience.
- Superior interpersonal, planning, time management, organizational, problem-solving, and customer service skills are required.
- Ability to multi-task under pressure, deal with conflicting priorities, and coordinate projects to tight deadlines, with a high degree of accuracy and attention to detail are required.
- Strong oral and written communication skills, including the ability to edit and proofread documents, and write meeting summaries and other documents for both internal and external audiences are required.
- Proven skills and experience in the successful organization of meetings, arranging travel, and managing multiple calendars are also required.
- Experience working in a professional self-regulatory environment is considered an asset.
- Bilingualism is considered an asset for this position.

The Ontario College of Teachers offers competitive salaries, pension, comprehensive benefits and a modern, progressive work environment. This position operates with a mix of remote and in-office workdays.

The College’s mandatory COVID-19 vaccination policy that requires all staff, including prospective new employees, to be fully vaccinated by a Health Canada approved COVID-19 vaccine has been temporarily suspended. Currently new employees will not have to show evidence of vaccination. The College reserves the right to

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