Special Project Assistant

Skilled Trades Ontario•Mississauga, ON

1d•CA$28 - CA$33•Onsite

About The Position

Skilled Trades Ontario (STO) is seeking a Special Projects Assistant to provide comprehensive administrative, program, and project support to the Manager, Special Projects and the Apprenticeship Training, Curriculum, Standards and Examination Department. This role is crucial for supporting the effective delivery of departmental priorities by coordinating the administrative requirements related to the development, printing, production, and distribution of workplace training standards, curriculum standards, apprenticeship training materials, digital logbooks, and examination guides. The successful candidate will act as a key administrative resource, supporting the Manager, Special Projects and Program Delivery Specialists by coordinating departmental activities, tracking and logging incoming digital logbook content and examination materials, maintaining accurate records, and ensuring the secure handling and storage of confidential digital logbooks and examination guides. The role demands sound judgment, exceptional organizational and project coordination skills, and a high level of attention to detail to manage competing priorities, support special projects, and contribute to the efficient delivery of departmental initiatives.

Requirements

College diploma or University degree.
Relevant years of experience in a similar role.
Experience in office management practices and procedures.
Intermediate computer skills including Microsoft Office Suite (e.g. Excel, PowerPoint, Teams and Word).
Administration policies, procedures and practices to provide a range of program and administrative support services.
Basic security protocols and best practices to ensure the confidentiality of the examination room and materials.
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 expenditures.
The publication and print production process to coordinate administrative support requirements for the development, translation, editing, printing, and distribution of digital logbooks and examination guides from RSOS.

Nice To Haves

French language skills would be an asset.

Responsibilities

Provides administrative support requirements for the department.
Ensures consistency of style/format requirements of draft documents.
Edits documents for consistency with approved format using various document publishing software.
Ensures confidentiality and security of all materials in both soft and hard copy.
Prepares reports and recommendations regarding issues and proposals to the manager and prepares briefing notes and information reports.
Develops and maintains various manual and computerized filing and database management systems on workplace training and apprenticeship programs, legacy or other information systems. 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.
Coordinates and liaises for the purposes of translations into French as required.
Reviews, formats and creates technical diagrams for usage.
Keeps records of digital logbooks and exam guide activities. All records regarding logbook and exam preparation material are maintained in hard copy and duplicated as necessary.
Editing and formatting digital logbooks and exam guides, using information provided from our Interprovincial Standards and Examination Committee (ISEC) representative. Use Interprovincial Red Seal Operation Standards (RSOS) to obtain this information along with direction from manager.
Support the program/program specialists with logging incoming digital logbook and exam guides and expediting notice of the changes to the manager regarding any resulting impact and update the Examination Team accordingly, as needed.
Support the specialists and manager with administrative duties related to practical digital logbooks and exam guides, including retrieving materials, uploading results to the portal, and issuing a notice of change to stakeholders, maintaining inventory of all practical change results.
Ensures confidential shredding of obsolete or damaged materials, maintaining both soft and hard copy inventory of logbook and exam guide materials 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 Program Development Specialists, and Manager.
Provides back up support to other Program Assistants in the department in the event of absence.