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Administrative Coordinator

2 months ago

Toronto, Ontario, Canada Law Society of Ontario Full time
Job Summary

The Law Society of Ontario is seeking an experienced Administrative Coordinator to provide confidential administrative support and general coordination to the Human Resources department. This role will be responsible for planning and coordinating Human Resources related corporate and training events, updating relevant documentation, and providing administrative support to the Director and Manager level.

Key Responsibilities
  • Plan and coordinate Human Resources related corporate and training events and various department meetings.
  • Update relevant documentation such as training material, process maps, organizational charts, agendas, and meeting minutes.
  • Provide confidential administrative support and general coordination to the Human Resources department.
  • Coordinate all aspects of LSO sponsored programs relating to corporate discounts, employee recognition, long service award program, life events, process HR related invoices and reimbursements.
  • Assist with calendar management and general administrative support for Director and Manager level, including prioritizing meetings, dealing with meeting conflicts, travel arrangements, expenses, research, and document/presentation drafting as required.
  • Assist the Executive Director, Client and People Services, with divisional events as required.
Client/Customer Service Delivery
  • Respond to a full range of inquiries related to the human resources function, serving as the primary point of contact for general employee inquiries.
  • Provide assistance, clarifying human resources policies and procedures, referring inquiries to appropriate team members, and liaising with internal and external contacts on behalf of the Director and Managers.
  • Screen and prioritize all incoming correspondence and prepare draft responses to routine matters.
  • Provide confidential administrative support to routine services such as employment confirmation letters, employment changes, SIN verifications, new hire onboarding documentation and policy maintenance and tracking.
  • Assist with interview scheduling and administering candidate testing.
  • Ensure timely and accurate processing of payroll related information, including any onboarding materials.
  • Maintain organization chart, and various internal trackers relating to internal staff movement.
  • Prepare courier and print requisitions, manage supplies and equipment needs and is the key contact for the third-party service providers.
  • Maintain internal employee filing systems and coordinate offsite storage.
Financial Responsibility
  • Responsible for expense management, invoice processing, monthly HR financial reconciliation, drafting HR related contracts and amending agreements for third-party service providers as well as purchase requisitions and purchase orders.
  • Assist the Director in preparing the annual budget for the department, indicating key projects and financial patterns as it relates to the HR operations of key programs and routine expenses.
Team Membership
  • Work effectively with members of the Human Resources team.
  • Contribute to the effective flow of services and optimization of work processes within the department and engage in problem solving with other employees, contributing to continuous department improvements.
  • Support and administer on-going and new HR initiatives with internal and external stakeholders.
  • Take initiative to keep abreast of Law Society policies, procedures, and events and inform the HR team.
  • Provide support to other team members and demonstrate flexibility and commitment to the team to maximize resources and support the team during peak periods.
Working Arrangement

The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office.

Our Commitment

The Law Society of Ontario is an equal opportunity employer that is committed to diversity and inclusion. We welcome applications from persons representing the diversity of our community. We are committed to creating an accessible, barrier-free and inclusive workplace and are committed to continuing compliance with the Accessibility for Ontarians with Disabilities Act (AODA).