Business Operations Coordinator
2 days ago
We are seeking a highly organized and detail-oriented Business Administrator II to provide administrative support to our teams of Child Protection Workers, Legal Services, and the Family Counselling Centre. The successful candidate will be responsible for enhancing the efficient and effective functioning of assigned teams/departments, assisting with the orientation of new staff, and acting as a liaison regarding administrative matters.
Key Responsibilities- Administrative Support
- Provide administrative support to assigned teams/departments, including processing of mail, filing and electronic file systems, word processing, spreadsheet development, PowerPoint presentations, data entry, minute taking and distribution, booking of taxis, etc.
- Respond to telephone calls, emails, or other messages, direct messages, provide information and/or assistance, and direct or refer as appropriate and with urgency, if required.
- Assist with preparation, completion, input, maintenance, tracking and/or review of correspondence, data, records, verification documents, court documents, payments, MTO record checks, criminal record checks, etc.
- Assist in preparation for reviews, audits, or other similar processes such as Serious Occurrence Annual Roll-up, Reports to Region and Ministry, Child Care Licensing, Crown Ward Reviews, and Foster Care Licensing.
- Photocopy, collate, package, expedite, and process documents and files.
- Prepare, compile, and maintain department forms, policy and procedure manuals, information packages, etc.
- Prepare and process all department paperwork accurately and in a timely fashion.
- Order supplies for the department and ensure supplies are maintained at an adequate level.
- Organization of Meetings/Scheduling
- Coordinate a variety of meetings, appointments, and training, including inviting participants, scheduling times and dates, and all logistics, including booking board and conference rooms, arranging room set-up, audio-visual equipment, and meals and refreshments.
- Prepare for meetings by composing and distributing agendas and materials.
- Coordinate travel and transportation arrangements as required.
- Maintain schedules and the department calendar, including vacations and coverage schedules.
- Data Maintenance
- Create and maintain electronic and manual filing and tracking systems.
- Retrieve information, keep confidential and other records, maintain filing systems, scan documentation to the electronic filing system.
- Enter information and maintain databases, processing reports as requested.
- Maintain current electronic addresses books, mailing lists, and Lotus Notes sign-out logs.
- Team Building
- Develop professional working relationships with team members.
- Actively participate and engage in team and staff meetings, training sessions, and other meetings/sessions as required.
- Support the team and work with team members to ensure department and/or agency needs are met.
- Other Related Activities
- Provide basic technical support to teams for basic usage of computers, software, and devices, such as copiers, scanners, Xerox machines, and printers, and complete user-level maintenance of office equipment.
- Participate in planning events as required and directed by the Manager of Business Administration.
- Ensure accurate management of petty cash where assigned.
- Know and adhere to all applicable FACS policies, procedures, and relevant administrative practices.
- Strive to meet or exceed all accountabilities and achieve continuous quality improvement and excellence in all activities and outcomes.
- Participate in mandatory learning/education to maintain and update skills and knowledge as required.
- Assist in the training and orientation of peers.
- Work in compliance with the provisions of the Occupational Health and Safety Act of Ontario and the regulations.
- Provide backup to other business administrators and customer service representatives as needed.
- Perform other duties as required.
- Post-secondary diploma in Business (Office Administration)
- One-year recent related experience
- A Valid G Driver's License and access to a reliable motor vehicle with appropriate liability insurance is required
- Solid demonstrated ability to use MS Office applications (e.g. Word, Excel, etc.) and word processing skills of 50 wpm
- Familiar with Laserfiche, Access, Lotusnotes, CaseWorks, and CPIN
- Good written, oral communication and interpersonal skills providing constructive, meaningful, and timely interaction with all levels of staff
- Excellent grammatical and spelling skills
- Ability to complete tasks with attention to detail in the presence of frequent interruptions
- Solid understanding and commitment to quality service and best practice
- Highly detail-oriented
- Flexible, adaptable, and responsive to change
- Ability to maintain confidentiality, acts with integrity and trustworthiness
- Self-directed with an excellent ability to organize own workload, prioritize and multi-task
- Ability to work with and meet tight timelines and demonstrate initiative
- Ability to communicate in French or another language an asset
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