Administrative Scheduling Coordinator

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Do you have strong prioritization skills, and enjoy working in a fast-paced environment with limited guidance? If this sounds like you, then consider applying for this role with the Ontario Human Rights Commission (OHRC). In this challenging role, you will provide administrative and program support services to the Chief Commissioner, Commissioners and the Executive Advisor that includes the planning and coordination of scheduling and logistical services for the Office.

The OHRC is one part of Ontario's system for human rights, alongside the Human Rights Tribunal of Ontario and the Human Rights Legal Support Centre. The OHRC plays an important systemic role in preventing discrimination, promoting and advancing human rights in Ontario.

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About the job

In this role, you will:
• provide administrative services to support the Office of the Chief Commissioner by responding to incoming calls and visitors
• plan, prioritize and maintain the electronic calendar and schedule of the Chief Commissioner, identify and resolve scheduling conflicts
• schedule appointments and meetings for the Chief Commissioner and Commissioners
• contact hotels, travel organizations, caterers and conference planners to arrange scheduling and to coordinate logistical arrangements, including travel itineraries
• research, compile and distribute background materials and information packages
• transcribe a variety of materials
• maintain normal office routine during the absence of the Executive Advisor

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What you bring to the team

Administrative Knowledge and Skills:

• you have knowledge of administrative operations and procedures for travel and accommodation services, file maintenance to provide program support services to the Chief Commissioner, the Executive Advisor and Commissioners
• you are able to coordinate and schedule meetings, advise Commissioners on administrative requirements and procedures and ensure adherence to established processes
• you can maintain office files to ensure filing systems and processes are up to date, and review and make necessary changes in order to keep them current
• you have knowledge of procurement rules and regulations to initiate bookings, arrange catering and special equipment for meetings, conferences and information sessions

Communication Skills:

• you have demonstrated oral communication skills, tact and courtesy to convey scheduling information to the Chief Commissioner, and Commissioners
• you are able to respond to factual inquiries, redirect callers and coordinate paper flow
• you have demonstrated written communication skills to compose memos, correspondence, letters and email on behalf of the Chief Commissioner and Executive Advisor

Reasoning, Problem Solving, Research and Organizational Skills:

• you are able to identify inquiries for referral and to identify inquiries or issues that require attention
• you have research skills to conduct information gathering, compile materials for meetings/special projects, prepare and disseminate information to Commissioners in a timely manner
• you can research options, contact travel and hotel service providers and coordinate logistical arrangements for meetings
• you have problem solving skills to research conflicting priorities, and notify all concerned parties
• you have planning and organizational skills to coordinate logistics and perform scheduling/re-scheduling functions in response to changing demands and emergencies
• you are able to work methodically, and can pay attention to detail

Computer Skills:

• you are proficient in common office software (e.g. Word, Excel, Outlook, PowerPoint) to prepare correspondence, reports and materials for the Chief Commissioner and the Executive Advisor
• you are able to transcribe background materials and various correspondence to track deadlines and status of activities, and generate reports
• you can use the appointment calendar to maintain and update meeting schedules, and utilize a correspondence tracking system to log, route and track correspondence

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Additional information:

Note:

• In accordance with the Ontario Public Service Employment Screening Checks Policy, the top candidate(s) may be required to undergo a security screening check. Please refer to the Additional Information / Address section above to determine the screening checks that are required for this position.
  
  You will be responsible for obtaining the criminal record check at your own expense and provide it, along with your written consent, to the Transition and Security Office (TSO), HR Service Delivery Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional screening checks as indicated in the Additional Information / Address section above that were not obtained directly by you. (Note: If a Vulnerable Sector Screening/Check is required, it must also be obtained in person at your local police service.)
  
  A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Screening check records will be maintained by the TSO and kept strictly confidential.
• T-AG-93023/16

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Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.