Board Secretary and Coordinator – Yukon Child Care Board

Board Secretary and Coordinator – Yukon Child Care Board

Whitehorse, Canada | Posted on 05/14/2025

MGIS Inc. is a trusted provider of professional services to the Government of Canada and provincial governments, including the Government of the Yukon. We are currently seeking a dedicated and detail-oriented Board Secretary and Coordinator to support the Yukon Child Care Board in its critical role of overseeing childcare services and policy within the territory.

Position Overview:

As the Board Secretary and Coordinator, you will be responsible for managing the administrative functions of the Yukon Child Care Board, including secretarial services, board coordination, and handling confidential information. This role requires a high degree of organization, professionalism, and discretion, with the ability to manage multiple priorities effectively.

Key Responsibilities:

1. Secretarial Services to the Board:

- Respond to public inquiries regarding the Yukon Child Care Board process.

- Check and relay mail, email, and voicemail messages to the Board Chair daily.

- Stay up-to-date with all Yukon Child Care Board activities.

- Record and prepare accurate minutes for all meetings and hearings.

- Organize meetings and hearings, including room bookings, refreshments, and supply coordination.

- Prepare annual service tallies for Department Annual Reporting, including appeals, hearings, and other Board activities.

2. Coordinating Board Activities:

- Manage all correspondence, activities, and reports addressed to the Board Chair.

- Notify all relevant parties of upcoming meetings or hearings, ensuring compliance with established procedures.

- Arrange and coordinate travel for Board members as required.

- Prepare and submit Honorarium forms for Board members to the Yukon Government for payment.

- Ensure the secure handling and storage of all Board records.

- Develop and maintain a schedule for the secure disposal of client records, coordinating with the Yukon Government Archives for proper archiving or destruction as required.

- Maintain strict confidentiality of sensitive information, ensuring compliance with privacy regulations.

Other Responsibilities:

- Provide accurate, timely, and professional administrative support as outlined in the Child Care Act and other Board policies.

- Ensure continuous service without interruption due to staffing or scheduling issues.

- Manage and provide all necessary equipment to fulfill the contract requirements.

- Submit detailed monthly invoices, including dates of work performed and supporting cost documentation.

- Comply with all applicable federal, territorial, and municipal laws and regulations.

Requirements

Ideal Candidate:

- 3-5 years of experience in administrative support, board coordination, or related roles.

- Strong organizational and multitasking skills, with the ability to manage complex schedules and competing priorities.

- Excellent written and verbal communication skills, including the ability to draft professional correspondence and accurate meeting minutes.

- High attention to detail, particularly in note-taking, record-keeping, and data accuracy.

- Experience handling confidential and sensitive information, with a commitment to maintaining privacy and data security.

- Familiarity with government procedures, protocols, and document management best practices is an asset.

- Proactive, self-motivated, and comfortable working independently with minimal supervision.

- Proficiency with common office software (e.g., Microsoft Office, email platforms) and experience using digital collaboration tools.

Compensation:

This position is paid at an hourly rate. There are an estimated 250 hours per year allotted to this role. Reimbursement for approved travel outside White Horse and related expenses will be provided upon submission of receipts.

How to Apply:

Interested candidates based in or around Whitehorse, Yukon, are encouraged to submit their resume outlining their experience and suitability for this role.

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