BILINGUAL MEMBERSHIP RECORDS OFFICER

ONT.COLLEGE OF TEACHERS•Toronto, ON

10d•Hybrid

About The Position

The Bilingual Membership Records Officer (MRO) is responsible for leading a team that reviews academic and professional documents to support teacher certification applications and member records. This role involves interpreting policies and procedures, analyzing and planning operational requirements and ensuring efficient and effective execution of the unit's activities. The MRO supervises Membership Records Assistants, manages quality control, develops training programs and ensures compliance with records management standards. French language proficiency testing may be administered in the recruitment process.

Requirements

Postsecondary education required.
A minimum of one year of previous relevant experience in leadership, policy, process development and/or project management
Bilingualism (English and French oral, written and comprehension) required
Operational oversight skills, including managing team workflows, assigning tasks, monitoring volumes, conducting quality control, and supervising staff performance through evaluations and performance improvement plans
Ability to mentor and coach team members, providing constructive feedback and development planning to build capacity and support continuous learning
Ability to understand, apply and contribute to the interpretation of provincial legislation, organizational by-laws, and internal policies particularly those related to credential documentation, privacy, fair registration, and information retention
Ability to make consistent, high-quality, evidence-based decisions and recommendations aligned with regulatory frameworks and organizational policies
Bilingual written and oral communication skills (French and English), to deliver presentations, provide guidance on organizational policies and practices, summarize complex cases, draft appeal submissions, and contribute to policy and procedure development
Ability to plan, develop and deliver training programs and resources to support staff development and operational effectiveness
Knowledge of international academic and professional documentation standards and best practices in receiving and validating credential documentation

Nice To Haves

An undergraduate degree is preferred or a combination of training, education and experience
Previous experience within a regulatory, academic or credential assessment setting preferred

Responsibilities

Assign work, monitor task volumes, and conduct quality control checks to ensure quality management in accordance with Membership Records documentation and/or evaluation procedures, general records management standards and College standards
Contribute to the establishment of unit priorities in alignment with the College’s strategic plan and operational objectives
Provide supervision and direction for Membership Records Assistants in the creation and maintenance of applicant and member files
Guide employee performance through goal setting, providing regular and ongoing feedback, and conducting periodic and annual reviews; escalate issues and concerns to management where appropriate
Review the day-to-day activities of the unit to ensure full coverage of duties and responsibilities and assign/schedule staff as appropriate.
Liaise with Senior Evaluators, Client Services Officers and Quality Assurance Specialists to address anomaly cases.
Understand, apply and contribute to the interpretation of provincial legislation, regulations, by-laws and College policies and procedures related to the assessment of member and applicant records including legislation regarding collection and retention of information, alternative documentation, fair registration and privacy regulation
Oversee quality control and case reviews for appeal packages, draft technically accurate College submissions, assess new documentation for impact on evaluations, and collaborate with the Membership Services Policy Analyst on case management and reporting.
Investigate, analyze and provide decisions and/or recommendations with supporting rationale for issue resolution
Contribute to department policy and procedure development
Provide guidance, information and presentations to applicants, members, faculties, school boards and other stakeholders regarding regulations and College policy and practices.
Plan, develop, and implement ongoing training programs and resources required by unit staff for all aspects of their role
Motivate and oversee the Membership Records Assistants team through staff training, performance evaluation, coaching, mentoring, and development and implementation of performance improvement plans.
Monitor research in best practices and strategies to obtain international educational credentials
Ensure compliance with legislation regarding collection and retention of information, alternative documentation, fair registration, and privacy regulation
Perform other duties as assigned.