Bilingual Administrative Coordinator

2 weeks ago

Ottawa, Canada The Professional Institute of the Public Service of Canada Full time $64,391 - $80,488

The Professional Institute of the Public Service of Canada, a national union representing over 70,000 professionals and scientists throughout Canada, requires an Administrative Coordinator for its Compensation Services division at its National Office located in Ottawa.

What can I expect to do in this role?

Under the general direction of the Director, Collective Bargaining and Compensation and the functional supervision of the Manager (Compensation Services), the Compensation Coordinator is responsible for responding to internal and external client inquiries and assisting Officers by providing administrative support.

Primary responsibilities:
  • Receives and records member and steward inquiries, responds to routine questions, determines appropriate stakeholders and redirects inquiries accordingly.
  • Provide administrative assistance to Compensation team members, including managing communications, documentation, meetings, and coordinating events and trainings, e-filing, compiling grievances, distributing group emails/invitations, posting news articles, arranging team meetings and minutes, obtaining translations, documenting standardised responses, and coordinating virtual and in person events, information sessions, and trainings.
  • Receive grievances, confirm required documents are submitted, open and maintain files, verify membership and follow-up when members are not registered.
  • Receive and execute filing requests, maintain up-to-date documents in e-filing systems (including job description library), review filed documents for compliance with filing systems to correct filing errors and provide training to stakeholders on filing systems, digitise paper files, and identify historical documents for stakeholders. Develop and implement systems for maintaining efficient, user-friendly filing systems.
  • Extract, compile, maintain, and distribute compensation information into statistical reports and summaries using spreadsheet applications. Note trends of emerging issues with respect to employer policies and procedures for review and action by Officers.
  • Act as liaison between the Institute and the competent body in matters related to scheduling hearings and other meetings. Arrange location, time, and meeting facilities and assemble required documentation. Notify participants and send agenda and reminder notices.
  • May be required to provide administrative support to the department as directed.
  • May be requested to undertake other related duties as assigned.
Education, Experience and Skills RequiredEducation:
  • Two (2) to three (3) year community college program in administration or a related field of study.
  • Two (2) to three (3) years’ experience in performing administrative duties, or an equivalent combination of education and experience.
Language requirement:
  • Fluency in both official languages (French and English) is required
Skills and experience required:
  • Some knowledge of the authorities governing employer/employee relations in the federal public service of Canada and other jurisdictions.
  • Knowledge of labour relations terminology.
  • Data manipulation skills to develop user-friendly filing systems and to easily retrieve archived files.
  • Ability to assist in the production of reports, and other correspondence.
  • Ability to set work priorities.
  • Ability to take and transcribe minutes of meetings.
  • Ability to proofread and correct errors.
  • Computer skills and experience with word processing, spreadsheet and communication tools.
Compensation Package
  • Salary Range: $64,391 to $80,488 (G3)
  • Group Benefits: Health, Dental, life Insurance and disability Insurance
  • Pension Plan: Defined Benefits
  • Vacation: 4 weeks per year, plus other generous paid leave
  • Paid Time Off: December 27th to 31st

Note: This unionized position is open to all interested parties. Preference will be granted in accordance with the Collective Agreement for the IAM local 3011 bargaining unit.

Application question(s):
  • Do you have knowledge of labour relations terminology?
  • Do you have data manipulation experience and skills in order to develop a user-friendly filing systems that can easily retrieve archived files?
Education:
  • DCS / DEC (required)
Experience:
  • Administrative: 2 years (required)
Language:
  • Bilingual (English and French) (required)
Location:
  • Ottawa, ON K1G 3J8 (required)

Work Location: Hybrid remote in Ottawa, ON K1G 3J8

Expected start date: 2025-02-03

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