Administrative Assistant Policy & Governance

ADMINISTRATIVE ASSISTANT POLICY & GOVERNANCE

FULLTIME CONTRACTOR Support Toronto, ON, CA

4 days ago Requisition

Salary Range: $55,503.00 To $63,437.00 Annually

Posting
26-46

Administrative Assistant to the Policy and Governance Unit

Policy, Governance and Tribunals Department

Limited term appointment – up to 12 months

Category 13 – Hiring Range $55,503- $63,437

Existing Vacancy – One position

The Administrative Assistant will provide administrative support to the College’s Policy and Governance Unit, including supporting the Registration Appeals Committee , Accreditation Appeals Committee, and Adjudicative Body of Chairs (ABC).

• Schedule meetings and establish panels for the Registration Appeals Committee and Accreditation Appeals Committee.
• Provide support to the ABC and its related processes.
• Assist in the preparation of agendas, meeting notices, and draft decisions.
• Liaise with independent legal counsel, Committee/Roster Members, and applicants regarding the appeals process.
• Provide support at panel meetings and coordinate post-panel meeting tasks.
• Prepare and distribute meeting notices, agendas, and minutes, including posting of materials on eScribe.
• Act as a recorder during committee and panel meetings.
• Maintain the Registration Appeals database.
• Assist in the administrative processes related to the committee and roster member appointments.
• Manage the full process for the red actions of decisions.
• Support Council and related subcommittees, as required, with the Council and Committees Officer.

• Maintain the Manager’s calendar, prioritize scheduling, and manage conflicts.
• Prepare draft correspondence for the Manager in reply to incoming correspondence or routine enquiries.
• Make travel arrangements and set itineraries for the Manager or Analysts.
• Organize meetings, including preparation and distribution of agendas and meeting packages, booking meeting locations, setting up equipment resources, arranging hospitality, and preparing meeting minutes.
• Organizing unit meetings, including preparing the agenda, scheduling and the distribution of materials.
• Ensure that work prepared in the Unit for the College Council or senior staff is of high quality and processed according to format in a timely manner.
• Maintain an accurate attendance record system for the Unit.
• Track and maintain follow-ups on deadlines and outstanding items.
• Support policy initiatives, as required (e.g. environmental scans).
• Processing invoices and expense claims for approval by Manager and Director.
• Provide secondary support to the EA, as required.
• Perform other duties as assigned by the Manager or Director of Policy and Governance.

• Act as a resource person and follow up on queries from internal College staff and external stakeholders on the status of various projects and other unit activities.
• Organize and maintain the filing system for the Unit, including archiving.
• Assist in the compilation of statistical data for the Unit (e.g., Registration Appeals Committee),
• Coordinate or provide orientation for new Unit staff.
• Track and process invoices and expense claims, ensuring accuracy and adherence to finance policies.

• 3-5 years of administrative experience, or an equivalent combination of education (e.g., post-secondary education) and experience.
• Interpersonal skills with the ability to build rapport and maintain positive relationships with staff and committee members.
• Time management and organizational skills with the ability to handle multiple tasks and projects simultaneously.
• Problem-solving abilities when responding to queries and requests from committee members, applicants, members and staff from internal departments.
• Ability to multi-task under pressure, deal with conflicting priorities, and coordinate projects to tight deadlines, with a high degree of accuracy and attention to detail are required.
• Oral and written communication skills, including the ability to edit and proofread documents, and write meeting summaries/minutes and other documents for both internal and external audiences are required.
• Advanced…