Administrative Coordinator - Operations

What we offer

In addition to a competitive salary and a rewarding career where you can truly make a difference, we offer a comprehensive package that meets the various needs of our diverse employees, including:

• Ability to participate in inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities;
• Minimum three (3) weeks of paid annual vacation days, increasing with years of service;
• Four (4) paid personal days;
• Defined benefit pension plan with OMERS, includes 100-per-cent employer matching;
• Health and dental benefits, including a health spending account available upon your start date;
• Employee and family assistance program;
• Maternity and parental leave top up (93% of base salary);
• Training and development programs including tuition reimbursement of $1500 per calendar year.
• Fitness membership discount;

Hybrid Job: This job offers the opportunity to work from home as part of a hybrid work arrangement. This arrangement will allow you to work some days at a TCHC work location and the rest of the time from home. The amount of time required to work at a TCHC work location is flexible, while considering operational and service delivery requirements.

Make a Difference

Are you an administrative professional and looking for an opportunity to work with an organization that plays an integral part in transforming Toronto? Do you enjoy a fast paced challenging and engaging environment? If this sounds like you then come join our Team!

The Administrative Coordinator will provide administrative support to the Director, Programs and Partnerships in a manner that supports TCHC’s tenant focused culture. This will require the handling of highly confidential and sensitive information concerning business operations and labour relations matters, including labour relations strategy, grievance strategies and bargaining strategies. This will require the capability to manage a large volume of highly confidential and sensitive information concerning, but not limited to, Operations and sensitive political issues in a timely manner. You must be extremely organized, able to deal with competing priorities and have excellent communication and time management skills. You are an enthusiastic self-starter and will be required to work with a high degree of independence, utilizing tact and good judgment.

What you'll do

Manage Senior/Director’s Calendar and Files

• Accesses, maintains and updates Senior/Director’s daily calendar and appointments
• Reviews Director’s emails and calendar and views contents to triage, flag and escalate issues and information to the Senior/Director including bargaining, grievance and labour relations strategies
• Maintains and updates manual and electronic filing systems
• Liaises with internal and external stakeholders, including labour partners, management, and staff to:
  • Coordinate and schedule meetings
  • Prepare and distribute agenda for meetings
  • Attend meetings and prepare minutes from same
  • Prepare confidential and sensitive information and documents, e.g., assist with the preparation of proposals TCH will make in collective bargaining and other labour/management meetings
  • Receive and file confidential and sensitive information
• Diarizes deadlines and reminders for Senior/Director for the completion of deliverables
• Prioritizes workflow to ensure completion of accurate and timely deliverables within established deadlines
• Ensures business files are organized, up to date and all documents and correspondence is filed in a timely manner

Perform Project/Incident Planning and Response Duties

• Provides the following administrative support to high-profile enterprise-wide initiatives (e.g. regional realignment, hub review, emergency management, business continuity), which involves internal and external stakeholders, including labour partners, management, and staff:
  • Coordinate and schedule meetings
  • Prepare and distribute agenda for meetings
  • Attend meetings and prepare minutes from same
  • Prepare confidential and sensitive information and documents
  • Receive and file confidential and sensitive information
• Ensure the appropriate controls are in place to safeguard confidential and sensitive information as it relates to matters impacting unionized and non-unionized staff, management, and other stakeholders

Perform General Administrative Duties

• Collects and processes incoming mail and redirect to appropriate staff/division
• Communicates and responds to various written and oral inquiries from internal and external stakeholders, including labour partners, management, and staff
• Prepares cheque requisitions and processes payments and invoices in related to the business of the Operations Division
• Performs other administrative tasks that may be assigned from time to time by the Senior Director, Operations
• Serves as the back-up administrative support to the Executive Assistant for the Chief Operating Officer
• Occasional work after regular business hours (i.e. after business day or weekend)
• Occasional travel to other regional offices, regional HUB’s, satellite office sites
• Occasional lifting of boxes and carrying moderate volume of documents and files

What you'll need

• Minimum 3 years of relevant experience as an administrative assistant, including in the areas of office, file, minuting and calendar management
• Preferably 5 years of relevant experience in administrative assistance to management, including demonstrated ability to work with a diverse set of stakeholders including union, business and agents/representatives, unionized and non-unionized staff and management
• Completion of post-secondary, university degree or college diploma from an accredited educational institution
• Working knowledge of TCHC policies and procedures, relevant legislation that is applicable to TCHC including Residential Tenancies Act (RTA), Human Rights Code and the Housing Services Act (HSA)
• Proficiency working with MS Office software suite and information systems
• Demonstrates a high level of professionalism and integrity
• Excellent oral and written communication skills
• Excellent organizational and time management skills
• Excellent customer service skills
• Ability to work in a fast-paced environment and work with diverse set of stakeholders, including labour partners, management, and staff
• Ability to work with confidential and sensitive information as it relates to matters impacting business operations, unionized and non-unionized staff, and management.
• Ability to draft professional correspondence, including memos, reports, and presentations appropriate to the target audience.
• Ability to work independently with little supervision, take initiative, and willingness to be part of a cohesive team.

What's next

Once you apply, we’ll review your resume and contact you if we believe your skills and experience will make you successful in the role. If you are selected to move forward, the process will include one or more interviews and/assessments and reference checks.

INDS