Bilingual Program Assistant

Skilled Trades Ontario•Mississauga, ON

4d•CA$26 - CA$32•Onsite

About The Position

Skilled Trades Ontario (STO) is seeking a Bilingual Program Assistant to provide comprehensive administrative, program, and project support to the Manager, Standards and the Standards Department. This role is crucial for the effective delivery of departmental priorities by coordinating the administrative requirements related to the development, printing, production, and distribution of workplace training standards and curriculum standards for apprenticeship programs. The successful candidate will act as a key administrative resource, supporting departmental initiatives by coordinating administrative activities, assisting the Examination Coordinator with tracking and logging feedback forms for examinations and exemption tests, maintaining accurate records, and ensuring the secure handling and storage of confidential examination materials in both electronic and hard copy formats. The position demands strong organizational and communication skills in both English and French, sound judgment, exceptional attention to detail, and the ability to manage multiple priorities to contribute to the efficient delivery of departmental programs and services.

Requirements

College diploma or University degree
Relevant years of experience in a similar role
French language skills are essential for the role
Administration policies, procedures and practices to provide a range of program and administrative support services
Advanced French Language oral and written skills are required
Basic security protocols and best practices to ensure the confidentiality of the examination room and materials
Standards Department programs, services and related procedures to provide oral and written program information to a broad range of internal and external contacts in response to inquiries and to provide program support services including data base management and report generation
Financial administration procedures to cost and administer printing budgets and expenditures
The publication and print production process to coordinate administrative support requirements for the development, translation, editing, printing, and distribution of Apprenticeship Training Standards (ATS) and Curriculum Standards (CS)

Responsibilities

Provides administrative support requirements for the development, translation, editing, production, printing and distribution of Apprenticeship Training Standards (ATS) and Curriculum Standards (CS). Ensures consistency of style/format requirements of draft documents; edits standards documents for consistency with approved format using various document publishing software
Ensures confidentiality and security of all materials in both soft and hard copy in the designated examination room.
Prepares reports and recommendations regarding, issues and proposals to the manager and prepares briefing notes and information reports on ATS and CS issues in response to inquiries from other management/departments
Develops and maintains various manual and computerized filing and database management systems on workplace training and apprenticeship programs, legacy or other information systems related to computer inventory lists, ATS, CS, examinations and exemption tests. Prepares and updates files and archives records within records retention schedules and guidelines
Provides detailed program information in response to inquiries from STO senior management, external stakeholders and the public based on knowledge of program area’s role, functions and activities
Supports and coordinates the translation of examinations, exemption tests, ATS, and CS and other products into French as required, performing quality control as necessary
Reviews the French translation upon receipt from the translation company
Reviews and formats technical diagrams for usage in examinations
Keeps records of examination room activity including stored examinations, examinations removed from the examination room, and returned. All records regarding examination material are maintained in hard copy and duplicated as necessary
Editing and amending exams, using information provided from our Interprovincial Standards and Examination Committee (ISEC) representative. Use Interprovincial Computerized Examinations Management System (ICEMS) to obtain this information along with direction from ISEC rep
Support the Examination Coordinator with logging incoming exam infractions and expediting notice of the infraction to the client regarding any resulting penalties and update the Client Service Team and MLTSD invigilation staff accordingly, as needed
Support the Examination Coordinator with administrative duties related to practical results and practical examinations, including retrieving practical exam results, uploading results to AMANDA, and issuing an exam results letter to the client, maintaining client inventory of all practical exam results
Ensures confidential shredding of obsolete or damaged examination materials, maintaining both soft and hard copy inventory of examination material in the examination room as needed
Ensures confidentiality and management of electronic and paper copies of training documents and standards related documents in general
Provides administrative support to the department, including both Program Development Specialists, and Examination Coordinator
Provides back up support to other Program Assistants in the department in the event of absence