Administrative Assistant

Job Purpose

Provides administrative, clerical and logístical support for the Superintendent and People and Culture Management team as directed. Assist in the efficient, timely and responsive operations of the department. May coordinate special assignments and tasks as directed and provide guidance to departmental staff regarding administrative functions, office procedures and corporate polices as appropriate.

Accountabilities

Assists in daily operations, planning, implementing, directing and maintenance of the People and Culture department. Provides a wide range of administrative and logístical support to coordinate, schedule, and proactively organize itineraries and calendars, filing system, internal meetings, events and special projects. Responds to calls, requests or inquiries from various stakeholders ( system and school leaders, staff and union representatives) and ensures that requests for action and appropriate information are prioritized, delegated, acted on a responded to in a timely manner.

Prepare and/or assist in the preparation of documents, presentations, and coordinate the distribution to the appropriate parties in accordance with established standards, timelines, accessibility requirements and/or for approval. Maintain highly confidential documents.

Provides administrative support for specific human resources activities including retirements, resignations and gratuity verification. Assist with administrative duties related to job evaluation process as required and act as a resource for scheduling and distributing information related to job evaluation committee.

Liaises with internal and external stakeholders

Provide high quality, professional customer service to DDSB employees, interact and collaborate with other departments, external stakeholders, Federations, Unions and other associations to resolve issues as appropriate. Coordinate responses, prepare correspondence and communicate with others to ensure accurate and timely communication of information.

Employee and Labour Relations Support

Responsible for tracking employee relations cases through regular communication with Manager of Employee Relations and HR Business Partners.

Responsible for tracking, organizing and coordinating labour activity including grievances, labour management meetings and collective bargaining scheduling. Coordinate schedules and identify key timelines for responses and ensure calendar invites are monitored and updated as necessary. Maintain information specific to grievances/arbitrations tracking. Compile information for mediation and arbitration proceedings for both internal and external legal counsel as required.

Knowledge and Skills

Ability to use standard office equipment with a high degree of proficiency including personal computers/laptops, photocopiers, fax machines, scanners and office software such as Microsoft Office Suite and ensure accessibility document requirements

Knowledge of relevant legislation, policies and procedures relevant to the People and Culture department

Knowledge of relevant legislation, policies and procedures relevant to the collection, recording, storage, security, distribution and disclosure of information

Experience in coordinating projects and monitoring progress to successful completion

Planning and organizational skills to organize and prioritise work activities

Exceptional written and oral skills to document and communicate key information

Ability to collect, record and maintain accurate, detailed, relevant and logical notes, files and information

Conflict management and resolution skills and the ability to think critically and problem solve

Education and Experience

Completion of a college diploma in a related discipline (Business or Office Administration or Human Resources) or a combination of education, training and experience deemed to be equivalent

3 - 5 Years Office Administration Experience

Experience supporting employee and labour relations would be an asset