Project Administrative Secretary - Toronto, Canada - Toronto Transit Commission

Toronto Transit Commission

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

JOB INFORMATION

Requisition ID: 9294

Number of Vacancies: 1

Department:
Project Management Office Project Controls - Major Projects

Salary Information:
$63,299.60
- $79,060.80**
Pay Scale Group: 6SA

Employment Type:
Regular

Weekly Hours: 35,
Off Days: Saturday & Sunday
Shift: Day

Posted On:
April 30, 2024

Last Day to Apply:
May 7, 2024

Reports to:
Director, Project Controls and Risk

The Toronto Transit Commission (TTC) is North America's third largest transit system and has been recognized as one of the top places to work in the GTA.

Guided by a forward-thinking strategic plan, the TTC's vision is to be a transit system that makes Toronto proud.

The TTC's recruitment efforts are directly aligned to its mission of providing "a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy.

"

Career Opportunity:

We have an opportunity in our Project Management Office Department for a Project Administrator role and who is capable of producing high volume quality work and has the ability to handle serval responsibilities at one time

What You Will Do:

You will provide direct administrative support to the Director of Project Controls and Risk, including proactive calendar management and assist in the preparation of documents, minutes of meetings, presentations, and reports, ensuring accuracy and quality of work.
The incumbent will liaise with other colleagues/support staff concerning routine administrative matters as well as other departments, and external parties under the direction of department staff.
Compile and process information, verifying correctness, accuracy and consistency of information following established procedures and within timelines.
As the Project Administrative Secretary, you will monitor and track information/records, following up, and updating as required. Coordinate logistics of team meetings and interviews, prepare onboarding documentation for new employees and follow up other departments. You will also ensure that office space, equipment and supplies are up to required standards. Prepare and maintain complete and current project files. Retrieve and compile correspondence and/or data relating to specific projects/issues for use by the Director of Project Controls and Risk or the department.
You will act as a recording secretary for Project related meetings, as required and record, profile and sort incoming/external correspondence, submittals and faxes using document control system. As well as maintain a followup and action system for issues requiring responses to letters/memos and other requests by staff.
You will demonstrate behaviours that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. Helps to remove barriers and accommodate employees and customers (within their area of responsibility) in accordance with TTC's commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC's policies.
As the incumbent will be required to participate in the TTC Customer Service Ambassador Program.

What Qualifications Do You Bring?:

Completion of a postsecondary college diploma or university degree in a related discipline or combination of education, training and experience deemed to be equivalent.
Experience acquired in a project management environment involving large construction projects is an asset
Strong followup skills to ensure timely completion of tasks
Proactive approach to resolving issues, including scheduling conflicts.
Adaptable to changing priorities
Strong organizational and problem solving skills
Proficient in the use of current computer software packages applicable to work performed, including word processing, spreadsheets, graphic presentations, databases, etc (i.e. Microsoft Office, SharePoint).
Must be capable of producing high volume, quality work, meeting required deadlines and have the ability to handle several responsibilities, under mínimal supervision, in a dynamic demanding environment.
Track critical project documents through approval stages and set up and maintain files using the designated document control system.
Demonstrated ability to work in a team environment, under mínimal supervision.
Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees.

What Skills Do You Bring?:

Communicate in a variety of mediums
Maintain documentation and historical records
Plan and organize activities / projects to meet section and organizational goals
What We Offer:
A defined pension plan
A comprehensive ben