Admin Coordinator, Collective Bargaining

Professional Institute of the Public Service of Canada•Ottawa, ON

4d•Hybrid

About The Position

The Professional Institute of the Public Service of Canada (PIPSC), a national union representing over 80,000 professionals and scientists across Canada, is seeking an Administrative Coordinator to join our team at our National Office in Ottawa. PIPSC/IPFPC is committed to building an inclusive workplace where diversity of thought – and of people – are recognized, valued, and considered essential to achieving our goals and objectives. We are making concerted efforts to foster a workforce that is representative of our diverse membership. We strive to create a work environment that is welcoming to everyone regardless of their gender, age, religion, race, ethnicity, and nationality, particularly equity deserving groups, such as members of the IBPOC, 2SLGBTQIA+ communities, and people living with disabilities. All qualified candidates will be considered; however, in support of achieving a diversified workforce we encourage applications for this opportunity from candidates belonging to one of the employment equity groups: Indigenous peoples (First Nations, Metis or Inuit), peoples of colour or persons with a disability. Consideration will be given to a qualified candidate who, at the time of application, voluntarily indicates being part of these groups.

Requirements

Completion of secondary school diploma plus at least one year post-secondary education
Three (3) to five (5) years of experience in performing administrative and clerical duties, or an equivalent combination of education and experience
Fluency in both official languages (French and English) is required
Basic knowledge of labour relations terminology
Thorough knowledge of Institute and assigned Group meetings, travel, accommodation and elections bylaws and procedures
Good knowledge and experience in office administration practices and procedures
Strong organizational, and time management skills
Good interpersonal and member (client) service skills including in dealing with individuals who may be upset or frustrated
Strong communication skills in both official languages
Ability to work, take initiative and problem solve autonomously
Ability to locate and enter data and compile reports from databases
Ability to set and achieve work priorities
Ability to multitask and work in a fast-paced, high volume environment
Ability to take and transcribe meeting minutes
Ability to maintain electronic and manual filing and record-keeping systems
Ability to compose routine correspondence
Ability to proofread and correct errors
Proficiency with Google or Microsoft Office Suites, video-conferencing technology (e.g. Zoom / Google Meet) and messaging applications (e.g. Slack)
Good computer and information systems skills and proficiency (e.g. event management and financial/expense/travel systems).

Responsibilities

Maintain regular and ongoing communications with elected members of assigned Institute Bargaining Groups (Groups) to organize and support Group meetings, collective bargaining meetings, annual elections, ratification votes and other events in collaboration with other Institute sections.
Organize the logistics for numerous in-person and virtual Group Executive meetings, annual general meetings (AGM) and bargaining team meetings (during collective bargaining cycles). Take initiative to problem solve new situations and issues which arise. Maintain up-to-date and accessible event plans and timeline records.
Plan, organize and schedule meetings and events in concert with Group members. Arrange for location, time, travel, meeting facilities, and assemble required documentation. Notify participants and prepare agenda, materials and reminder notices. Attend AGMs to coordinate logistics and provide assistance and support as needed.
Research and recommend meeting/event venues (e.g. hotel/conference centre/other), establish (negotiate) costs and arrangements with venue representatives and prepare cost-comparisons as warranted. Make and coordinate arrangements with employers (e.g. Treasury Board Secretariat staff) for employer rooms/venues, equipment requirements, translation services and associated costs for collective bargaining and other meetings. Track and verify related expenses (preliminary and final).
Prepare and obtain approval for venue and service/equipment contracts. Make event arrangements with venue personnel including room bookings and set-up, meals including for participants with special dietary needs, equipment, hospitality suites and address last minute requests and changes in conformity with Finance and Travel policies.
Respond to Group executive and member queries; obtain and convey relevant information. Interpret, explain to members and apply Institute Travel and Finance policies and Group bylaws related to member meetings, events, travel, ratification votes and Group websites, and monitor compliance. Verify preliminary and final expenses upon request and inform members of non-compliance situations before submissions to Finance where possible. Troubleshoot issues that arise in these areas. Deal with members who may be upset or frustrated to diffuse and facilitate resolution of the situation.
Enter the meeting/event/travel/participant information into the systems used by the Institute for meetings/events and travel and seek/obtain approval. Address and assist in the resolution of system and expense claim issues that arise in concert with other Institute staff (e.g. Finance/Corporate Services). Update this information and close-out the activities in the systems following the events.