Bilingual Council and Committees Coordinator - Toronto, Canada - ONTE OF TEACHERS

ONTE OF TEACHERS

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Posting 24-15

Bilingual Council and Committees Coordinator, Policy and Governance Unit

Policy, Governance and Tribunals Department

Permanent Position_, Category 1
Hiring Range $70,263 $79,837_

With your successful administrative experience in a fast-paced office environment, ability to multi-task and prioritize, and strong organizational, interpersonal, and oral and written communication skills, you will support the department in carrying out its governance and policy activities.

This includes various project and administrative tasks.

Excellent knowledge of Zoom/MS Teams, Microsoft Office, including Outlook, Word, Excel and PowerPoint, and experience in committee support and minute taking required.

Language proficiency testing will be administered as part of the recruitment process for this position.

Key Responsibilities

Council and Committee Support:

Provide coordination, administrative, and meeting support to unit staff leads for Council and its three Subcommittees: Audit and Finance, Human Resources, and Selection and Nominating.
Provide support to statutory and regulatory committees (Registration Appeals Committee, Accreditation Appeal Committee and the Adjudicative Body of Chairs), including coordinating training, preparing materials for panels, corresponding with key stakeholders including committee and roster members, and participating in related activities (EN and FR).
Assist in the preparation of Council and Committee materials, including collating large meeting packages, coordination of the collection of materials, distribution, and electronic posting of materials on eScribe.
Coordinate logístical arrangements for inperson and virtual meetings, including travel and hotel reservations as required.
Act as a recorder and prepare draft minutes, as required.
Assist in administrative processes related to Council, Committee and Roster appointments.
Support processing expense claims for Council, committee, and roster members, preparing and submitting on behalf of Council, committee and roster members after each meeting when requested (approximately 6070 individuals).
Support the administration of an oath of office upon appointment for all Council, committee and roster members (EN and FR).
Maintain Council and committee meeting schedule on GovNet.
Assist in a redaction process of decisions including logging, editing ensuring accuracy, arranging translation and distribution for sign off.
Coordinate and assist with onsite meeting preparations as required.
Respond to general inquiries (EN and FR) from Council, Committees and Rosters as required.

Unit Coordination:

Ensure that work prepared in the Unit for the College Council or senior staff is of high quality and is processed according to format in a timely manner.
Receive visitors, deal with enquiries and arrange appointments for staff as required.
Answer telephone calls for the Unit, obtain information from callers where required and refer calls to the appropriate staff member.
Act as a resource person, follow up on queries from internal College staff on the status of various projects and accurately relay the required responses back to the appropriate individual.
Log, distribute and track incoming mail for the Policy and Governance Unit.
Compose and type letters in reply to routine enquiries as part of a coordinated mailing.
Transcribe and format letters, memoranda, articles, reports, speeches, briefing notes, ensuring accuracy and proper distribution.
Conduct or compile research and draft various documents, correspondence, and memorandums as directed.
Organize and maintain filing systems for the Unit.
Forward appropriate materials for archiving.
Assist in coordination, production, and distribution of materials for consultations and events.
Oversee monthly attendance and coordinate travel arrangements for Unit staff.
Prepare agendas and arrange accommodation for unit and team meetings.
Perform other duties that may be assigned.

Additional Desired Skills:

Experience supporting Council and Committees in a regulated industry is considered an asset.

Experience with an appeal process or tribunal is considered an asset.

Qualifications:

Superior skills in French and English, both oral and written.
Postsecondary education and/or relevant experience in a field such as education, government relations, policy, business and/or public administration.
Strong projectmanagement skills, combined with a keen interest in developing a breadth and depth of knowledge in education and governance.
Knowledge of government relations, structures, and policy, and/or experience in the education or publicpolicy domains
Exceptionally detail oriented, with strong organizational skills and the ability to meet critical deadlines.
Highly collaborative, with strong interpersonal and networking skills to develop key stakeholder relations.

The Ontario College of Teachers of