Job Specification

Purpose :

To coordinate and plan provincial, national and international events of the Education Quality & Accountability Office (EQAO), outsourcing of services, procurement of materials and technology including overseeing the administrative services and logistical support.

Key Responsibilities :

1. Administrative Coordination/Logistics

- Coordinates and oversees administrative processes and logistics for assigned projects including national and international assessments. Participates in the development of project plans by identifying logistic/procurement/temporary staff requirements in consultation with project managers, internal and external stakeholders.
- Plans and coordinates tasks for assigned internal and external projects (e.g., field test scoring, full scale assessment scoring, assessment committees, scorers selection and training, scoring centres set-up and teardown).
- Coordinates the processes for scoring activities, including on-line administration site to support applications, participant selection/training, attendance for activity participants, sign-off and approval process for applications. - Develops/maintains database application for assessment project resource information, (e.g. school lists, list of approved teacher scorers, statistical reports, flowcharts, event layout floor plans).

2. Communication and Liaison
- Consults with representatives of schools and school boards to coordinate the scheduling of logistics requirements; prepares correspondence and reports.
- Communicates with teachers to provide information and materials; coordinates training support requirements and distribution of documentation and materials.

3. Procurement Services
- Coordinates the procurement of supplies/services for events (e.g., facilities, accommodation, catering, technology, audio visual) by sourcing information from suppliers and conducting cost analyses for management review. Negotiates (first level) details for hotel arrangements, meeting space, contract deliverables and costs

Knowledge / Skill :

Knowledge of and skills in:
- EQAO mandate, business objectives, assessment program delivery to plan, organize and coordinate the logisticsfor large grade assessment projects.
- Event planning techniques and methods to coordinate and monitor the progress of project plans; to plan and coordinate logistical arrangements for concurrent projects conducted off-site.
- Word processing, spreadsheet and database applications to prepare correspondence, notifications, statistical reports; to develop/maintain database of assessment project resource.
- Oral and written communication skills to prepare correspondence and reports; provide information, instructions, and resolve issues with staff.

Interpersonal / Influencing Skill :

- Negotiation/consultation skills with EQAO staff to develop project plans and coordinate administrative and logistical requirements; negotiate goods, services and pricing with temporary agencies, vendors and suppliers; resolve issues with external contractors regarding deliverables, setup methods and schedules.
- Advisory/facilitation skills to exchange information with schools and school board representatives on logistics and facility arrangements; to train temporary employees

Analyzing / Problem Solving Skill :

Analyzing and problem solving skills to:
- Identify logistic/procurement/temporary staff requirements in consultation with project managers and education officers to create individual assessment project plans, and identify existing and potential issues for the project leadership team

Decision Making / Responsibility :

Responsible for:
- Planning and coordination of logistical arrangements for assigned projects.
- Approving changes to facility setup, catering numbers and accommodation requirements during assessment activities.

Has latitude to recommend and implement new/revised administrative procedures, and determine logistics and to approve changes to facility and logistics set up during assessment events. Decisions are made within established government/ministry/branch policies, procedures, guidelines and deadlines, with access to program staff for referrals.

Contacts / Stakeholder :

- Education officers and project managers to discuss/plan logistical/procurement needs.
- Senior staff to provide information and updates on project progress; advise on budget issues; provide reports and information on student assessment progress.
- Corporate service areas to exchange information regarding supplies, proposals and contracts.
- Employment agencies/suppliers /external contractors to organize travel, hotel accommodation, facilities, equipment, catering, temporary staff; to negotiate and finalize levels of service, schedules, timelines, pricing and. - Temporary workers/suppliers to monitor work and ensure that productivity/deliverables meet branch standards, timelines and contract terms.
- School principals, teachers and school board representatives to coordinate logistical requirements/arrangements for assessment projects, training sessions

Guidance / Supervision :

- Provides technical advice and guidance to project team concerning logistics, budgeting issues, required staff and operations.
- Provide technical advice and direction to unit administrative staff to explain work assignments and ensure project requirements and timelines are met

Demands / Pressures :

Work Demands :

- Occasionally required to expedite deliverables sooner than planned during offsite marking activities.
- Occasional requirement to travel to various offsite work locations for periods of a month which affects lifestyle.
- Occasional requirement to work weekends or after hours.

Mental / Sensory :

Frequent requirement to concentrate when reading and assessing reports, deal with competing priorities, prepare consultant/contractor agreements, and observe and give instructions.

Conditions / Environment :

Work is performed in a typical office environment.
Occasional requirement to walk, stand for long periods, transport logistical materials for events.