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Administrative Assistant

2 months ago

Toronto, Ontario, Canada Toronto District School Board Full time

Job Summary:

The Toronto District School Board is seeking an experienced Administrative Assistant to provide confidential administrative and office management support to the Governance and Board Services portfolio.

Key Responsibilities:

  • Liaise with system and school leaders, community partners, Provincial Ministries, parents, and external organizations to provide administrative support.
  • Provide direction and guidance to staff on administrative and operational issues related to Governance and Board Services.
  • Maintain accurate and up-to-date information, documentation, and electronic data.
  • Support staffing and budget management.

Key Accountabilities:

  • Provide confidential administrative support to the Senior Manager, Governance and Board Services.
  • Create a wide variety of documents and correspondence, including confidential employment, legal, governance, budget, and other matters.
  • Prepare and provide statistical data, reports, and summaries.
  • Receive, track, forward, respond to, and/or follow up on all incoming mail, including email.
  • Receive and prioritize correspondence, including requests for confidential information and professional reports.
  • Prepare and distribute agendas, schedule and attend meetings, record, transcribe, and distribute minutes, and follow up on action items for management teams and various Board committees.
  • Schedule workshops, forums, conferences, meetings, and book facilities.
  • Provide support, guidance, and/or training to Governance staff regarding various administrative and operational processes, including Business Services, Employee Services, Records Management, and other TDSB procedures, protocols, and guidelines.
  • Provide leadership, training, and support on relevant databases and programs.
  • Manage and maintain confidential office records, ensuring accuracy and safe storage in accordance with the Records Information Management policy.
  • Set up and monitor office budget(s), including journalizing expenses, reconciling with SAP, paying bills, and other common budgetary processes.
  • Manage and track expenditures and respond to budget queries and requests for information.
  • Respond to calls from principals, parents, trustees, central staff, and members of the public and community.
  • Assess the nature of inquiries, including information and emergency/crisis situations, by ascertaining details and providing appropriate information or referral.
  • Review, create, and disseminate departmental communication.
  • Liaise with Central Administration staff at all levels and with various Board and community groups.
  • Prepare a wide variety of communications for staff, including weekly newsletters, updates, direct line communiqués, training materials, etc.
  • Organize, update, and maintain departmental websites.
  • Liaise with Employee Services, Payroll, or Business Services in resolving administrative issues, such as discipline, performance reviews, staffing, attendance processes/issues, etc.
  • Liaise with other departments on specific professional issues, as well as procedures, protocols, and practices.
  • Liaise and work as a team member with other administrative staff to support department, system-wide, and external initiatives.