Administrative Coordinator

7 months ago

Toronto, Canada Ministry of Energy Full time

Join our dynamic team as an Administrative Coordinator for the Strategic Network and Agency Policy Division's Assistant Deputy Minister's (ADM) Office If you have a keen eye for detail, a proactive attitude, and a passion for delivering outstanding customer service, this is the perfect opportunity for you.

In this role, you will thrive in a challenging and fast-paced environment, working alongside high-profile professionals. Your responsibilities will revolve around coordinating and providing top-notch administrative services to the Assistant Deputy Minister and the divisional team.

Your skill set will be put to the test as you handle various executive-level support tasks, including scheduling, budget administration, purchasing, financial management, and preparation of human resources documentation. Additionally, you will support the day-to-day office activities, ensuring smooth operations for the whole team.

**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?**: Working closely with the Executive Assistant, you will:

- manage the day-to-day administration and workflow issues in the ADM's Office through the development and proactive improvement of administrative processes and best practices
- track and monitor the progress of divisional projects/initiatives to ensure timely responses
- coordinate the ADM's schedule, including establishing meetings/agenda, and following up on commitments and outstanding issues
- provide coordination and support to the ADM and branch management on business and operational matters
- facilitate and track information flow and ensure accurate and timely responses to critical information requests and correspondence
- assist in managing/administering the budget, investigate and resolve discrepancies and errors and provide regular expenditure reports
- perform various administrative duties such as arranging travel and accommodation reservations, scheduling appointments and meetings, preparing and/or arranging for the preparation of materials and following through on meeting details
- provide general human resources services and maintain confidential records
- oversee records management, coordinate filing systems and manage a database inventory of office assets
- foster strong professional relationships amongst the ADM's Office, the Deputy Minister's Office and Minister's Office, senior executives in partner-ministries and other critical stakeholders in the energy sector
- prioritize tasks with conflicting deadlines and work on your own initiative with mínimal supervision
- work closely with a team of administrative professionals in the division

**How do I qualify?**:
**Technical and administrative skills**:

- You can provide expertise and advice to the ADM and divisional staff on operational and administrative methods, procedures, processes, and practices.
- You can learn and adapt to new systems, processes, and technical tools that may become available over time to improve the division's efficiency and effectiveness.
- You can use computers and related software packages to prepare correspondence, reports and spreadsheets and to track documents.
- You have demonstrated experience with budget and accounting procedures, practices and information systems.
- You have experience with human resources processes, procedures, and tools to provide support to management on HR issues.

**Communication, consultation and negotiation skills**:

- You have strong communication and interpersonal skills to interact tactfully and diplomatically with senior staff, clients and external stakeholders to convey information or explanations.
- You have experience preparing and reviewing a wide array of documents such as correspondence, reports, meeting minutes, and responses to queries/issues and ensure accuracy of material.
- You can use your consultation and negotiation skills to manage relationships with internal and external services providers and resolve issues.
- You can work together with a team of other administrative professionals in the division to coordinate systems and processes as needed.

**Planning and organizational skills**:

- You have strong organizational and planning skills to manage operational matters for the division and ensure that issues and executive informa

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