Job Specification

Purpose of Position :

To plan and coordinate educational conferences for the Office of the Chief Justice, Ontario Court of Justice, for the Judges and Justices of the Peace Education Programs province-wide.

Duties / Responsibilities :

Provides administrative, organizational and conference planning support to the Associate Chief Justice, Senior Advisory Justice of the Peace, Educational Secretariat, Justice of the Peace Educational Committee, Counsel, Centre for Judicial Research and Education, and senior managers for all judicial education training programs, and conference throughout the province.

Researches possible and appropriate venues and complies a cost comparison estimate for conferences and recommends site choice and facilities; maintains financial database for the conference planning committees, and monitors fee payment process; develops and maintains a variety of educational databases in regards to attendance, conference location sites and honorarium payments; attends Educational Secretariat and Justice of the Peace Educational Committee meetings and provides information and status updates as required.

Provides administrative support to the Senior Judiciary, Senior Advisory Justice of the Peace, Education Secretariat, Justice of the Peace Educational Committee, Counsel, Centre for Judicial Research and Education, to assist with the coordination and completion if conference agendas; coordinates the productions of all related conference materials, compiles registration packages and facilitates the timely delivery of conference materials to the conference location.

Supervises conference registration and payment processes and resolves all related issues; provides on-site supervision during conference to ensure comprehensive administration for the delivery of event; provides trouble shooting, resolves administrative issues e.g. room/equipment/ schedule problems; consolidates and compiles a conference evaluation summary and reports.

Liaises with the judiciary, guest speakers, external vendors, hotel staff and other planning committees (e.g. National Judicial Institute), clarifying established government policies and procedures, budgeting, and other conference details; reviews conference contracts to ensure they meet the requirements of the Conference Coordinator, the Associate Chief Justice, and the Senior Advisory Justice of the Peace.

Reviews, verifies, and reconciles conference hotel bills and other related conference expenses for accuracy prior to payment processing, ensures expenses adhere to conference budgeting projections.

Staffing and Licencing :

• Job requires speed of 50 words per minute. Job requires valid Ontario Driver's License.

Knowledge :

Job requires knowledge of conference planning, administration and design, OPS business administrative structures and processes, OPS financial and accounting policies and practices to plan and coordinate educational conferences to the Office of the Chief Justice, Ontario Court of Justice. Job requires an understanding of the Office of the Chief Justice, Ontario Court of Justice, the roles and activities of Judges and Justice of the Peace and of relevant legal terminology and processes. Job requires knowledge of the scope of education programs and requires tools to support the efficient and effective delivery of judicial education programs. Job requires knowledge of the ministry accounting and administrative practises e.g. understanding of binding nature of legal contracts for hotels and conference centre services, knowledge of government administrative procedures to track and monitor educational expenses. Job requires knowledge of personal computers and computer networks/ data bases and related software programs e.g. PowerPoint, Excel, Word, Outlook, and Internet

Skills :

Job requires planning, co-ordination, analytical and problem-solving skills to independently anticipate, identify and resolve potential problems to ensure effective delivery of educational conferences. Job requires organizational skills, to set priorities, and work simultaneously on multiple on- going conferences. Job requires interpersonal skills, to establish effective relationships; client/customer service skills and negotiating skills to deal effectively with clients. Job requires ability to function independently and as a part of a team, to work to tight deadlines. Job requires written communication skills to draft/prepare conference agendas/materials e.g. online registration, spousal and welcome packages. Job requires oral communications to effectively communicate with the judiciary, ministry staff, and external organizations. Job requires oral and written communication skills to effectively communicate with judiciary, external vendors and speakers, and to produce conference materials. Job requires the ability to work in a politically sensitive environment with tact and discretion. Job requires proficiency using PC and related software programs e.g. Excel, PowerPoint, WORD, Outlook, Intranet. Job requires the ability to work frequently under pressure with conflicting and competing demands.

Freedom of Action :

Job requires working in accordance within Ministry established policies, processes, procedures and guidelines. Job requires working independently with the minimal supervision to provide effective administrative organizational support for each conference/seminar. Job exercises a high degree of latitude in determining and recommending the most effective methods and means of delivering a successful conference, Job requires resolving most work-related problems to deliver all conference preparation tasks on time and within pre-established costs and/or budget. Job requires referring to Supervisor problems or matters that are unusual or most complex. Job exercises considerable judgement and choice of action when researching and recommending program facilities and negotiating the general details of accommodation and other contract requirements. Job requires accounting and processes to track/monitor educational expenses. The job is subject to review for accuracy of account tracking and educational expenses processes by Manager or other financial specialist. Failure to coordinate workload efficiently, set priorities, or adequately perform duties could result in increased conference contract costs, loss of desired conference locations or required hotel services, and/or inadequate or ineffective delivery of a judicial educational programs and/or conferences. Work may monitored by Manager to ensure progress and excellent client service.