ADMINISTRATIVE ASSISTANT – STUDENT ACHIEVEMENT & CURRICULUM DEPARTMENT, FAMILY OF SCHOOLS

Job Purpose

Provides administrative, clerical and logistical support to the Superintendent of Education to ensure the efficient, timely and responsive operations of the department. May carry out/coordinate special assignments and tasks as directed and provide guidance and direction to departmental staff regarding administrative functions, office procedures and corporate policies. Guide and advise clerical staff to ensure efficient performance, conduct staff meetings, maintenance of consistent business practices, training, support, etc..

Accountabilities

PROVIDE SUPPORT TO SUPERINTENDENT: Assist in the daily operations, planning, implementing, directing and maintenance of the department. Provide a wide range of administrative and logistical support to coordinate, schedule and organize the Superintendent’s itinerary and calendar, filing system, internal meetings, conference calls, workshops, events and special project. Respond to calls, requests or inquiries from various stakeholders, including trustees, administrators, staff members, teachers, parents and ensure that requests for action and appropriate information are delegated, acted on and replied to in a timely manner.

LIAISE WITH INTERNAL AND EXTERNAL STAKEHOLDERS: Establish and maintain effective and harmonious working relationships with DDSB employees, external partners and the public. Interact with Family of School Superintendents, Senior Administrative Team members, the Ministry of Education, administrators, external partners, the public and other district departments and their respective staff on issues, concerns and projects related to the work. Collaborate to resolve issues and concerns for the best outcome. Coordinate responses, prepare correspondence and communicate with others to ensure accurate and timely communication of information.

CONTRIBUTE TO BUDGET MANAGEMENT: Assist and/or prepare the department’s administrative operating budget, family of schools budget, including budgets for the Area/various Ministry grants/Curriculum Portfolios/NTIP and Student Success. Ensure the timely advice, information and reports are available to support discussion and decision making. Process daily accounting activities and reconcile expenditures ensuring accuracy. Manage inventory of assets and supplies (resource, office supplies and equipment), sourcing for supplies and the submission of invoices. Prepare Ministry financial reports for submission within required timelines.

MANAGE INFORMATION AND DOCUMENTS: Research, produce, monitor, track, update and maintain information, data, records, lists, files, newsletters, documentation for meetings, department communications, website and a record management system and provide follow-up and updating as required. Prepare and/or assist in the preparation of documents, presentations and reports, and distribute to the appropriate parties in accordance with established standards.

PROVIDE ADMINISTRATIVE SERVICES TO REGIONAL PORTFOLIOS: Determine, review, assess and provide administrative support relating to adequate resources and services, and new and /or ongoing projects. Collaborate with Ad Hoc Committees to update Policy/Procedure and Resource Materials. Provide event planning for Professional Development Training, Symposiums and Conferences for internal and external partners.

GUIDE AND ADVISECLERICAL SUPPORT STAFF: Provide guidance and expertise to support the work of clerical staff, including delegation of work assignments, direction on project priorities and timelines, motivating and supporting educational opportunities for growth and development.

Knowledge and Skills

Ability to use standard office equipment such as computers / laptops, photocopiers, fax machines, , scanners etc., and business software such as word processing applications, presentation software, spreadsheet or database packages, email systems, internet browsers etc.

Knowledge of relevant legislation, policies and procedures relevant to the collection, recording, storage, security, distribution and disclosure of information.

Planning and organizing skills to organize, prioritize and, where applicable, delegate work activities.

Leadership skills including a demonstrated ability to effectively motivate and guide a group.

Exceptional written and oral skills to document and communicate contentious issues.

Ability to collect, record and maintain accurate, detailed, relevant and logical notes, files and information.

Conflict Management and Resolution Skills.

Education and Experience

Education

Completion of a college diploma in a related discipline (Business or Office Administration) or a combination of education, training and experience deemed to be equivalent.

Experience

3-5 years Office Administration required

The DDSB is committed to:
providing learning and working environments, services and workplaces that are welcoming, respectful, safe, inclusive, equitable, accessible and free from discrimination

meeting its legal requirements under the Human Rights Code to accommodate Human Rights Code related needs and to proactively identify, address and prevent potential discrimination and harassment.

The DDSB will implement fair, consistent and transparent hiring procedures and practices to attract, recruit and retain a qualified and diverse work force that:

reflects the diverse communities the DDSB serves and of Ontario

has the knowledge, skills, attributes and lived and other experiences to best support students and to effectively respond to the diverse identities, strengths, needs and experiences of the DDSB communities.

The Durham District School Board (DDSB) is responsible for public education in the rural settings of Uxbridge, Brock and Scugog Townships and the urban settings of ajax, Whitby, Pickering and Oshawa. The DDSB accommodates a school population of nearly 70,000 regular day students, through 132 elementary and secondary schools and learning centres, and thousands more who take advantage of a wide variety of continuing education and adult credit courses.

The DDSB is committed to equity and inclusion in the recruitment and hiring of qualified staff who reflect the diversity of our region. We encourage submissions from candidates who represent the various dimensions of diversity. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.