ADMINISTRATIVE ASSISTANT POLICY & GOVERNANCE

ONT.COLLEGE OF TEACHERS•Toronto, ON

7h•CA$55,503 - CA$63,437•Hybrid

About The Position

The Administrative Assistant will provide administrative support to the College’s Policy and Governance Unit, including supporting the Registration Appeals Committee, Accreditation Appeals Committee, and Adjudicative Body of Chairs (ABC). This is a limited-term appointment for up to 12 months.

Requirements

3-5 years of administrative experience, or an equivalent combination of education (e.g., post-secondary education) and experience.
Interpersonal skills with the ability to build rapport and maintain positive relationships with staff and committee members.
Time management and organizational skills with the ability to handle multiple tasks and projects simultaneously.
Problem-solving abilities when responding to queries and requests from committee members, applicants, members and staff from internal departments.
Ability to multi-task under pressure, deal with conflicting priorities, and coordinate projects to tight deadlines, with a high degree of accuracy and attention to detail are required.
Oral and written communication skills, including the ability to edit and proofread documents, and write meeting summaries/minutes and other documents for both internal and external audiences are required.
Advanced PC skills, particularly with Microsoft Office applications (Outlook, Word, Excel, PowerPoint), Adobe Acrobat and Adobe Sign, and experience with virtual meeting applications (Microsoft Teams and Zoom) are essential.
Ability to schedule and organize meetings, arrange travel, and managing multiple calendars.

Nice To Haves

Experience working in a professional self-regulatory and/or government environment is considered an asset.
Bilingualism is considered an asset for this position.

Responsibilities

Schedule meetings and establish panels for the Registration Appeals Committee and Accreditation Appeals Committee.
Provide support to the ABC and its related processes.
Assist in the preparation of agendas, meeting notices, and draft decisions.
Liaise with independent legal counsel, Committee/Roster Members, and applicants regarding the appeals process.
Provide support at panel meetings and coordinate post-panel meeting tasks.
Prepare and distribute meeting notices, agendas, and minutes, including posting of materials on eScribe.
Act as a recorder during committee and panel meetings.
Maintain the Registration Appeals database.
Assist in the administrative processes related to the committee and roster member appointments.
Manage the full process for the redactions of decisions.
Support Council and related subcommittees, as required, with the Council and Committees Officer.
Maintain the Manager’s calendar, prioritize scheduling, and manage conflicts.
Prepare draft correspondence for the Manager in reply to incoming correspondence or routine enquiries.
Make travel arrangements and set itineraries for the Manager or Analysts.
Organize meetings, including preparation and distribution of agendas and meeting packages, booking meeting locations, setting up equipment resources, arranging hospitality, and preparing meeting minutes.
Organizing unit meetings, including preparing the agenda, scheduling and the distribution of materials.
Ensure that work prepared in the Unit for the College Council or senior staff is of high quality and processed according to format in a timely manner.
Maintain an accurate attendance record system for the Unit.
Track and maintain follow-ups on deadlines and outstanding items.
Support policy initiatives, as required (e.g. environmental scans).
Processing invoices and expense claims for approval by Manager and Director.
Provide secondary support to the EA, as required.
Perform other duties as assigned by the Manager or Director of Policy and Governance.
Act as a resource person and follow up on queries from internal College staff and external stakeholders on the status of various projects and other unit activities.
Organize and maintain the filing system for the Unit, including archiving.
Assist in the compilation of statistical data for the Unit (e.g., Registration Appeals Committee).
Coordinate or provide orientation for new Unit staff.
Track and process invoices and expense claims, ensuring accuracy and adherence to finance policies.