Summary

this role supports the work of the Registrar, College communications and provide general staff support to College activities

Description

KEY RESPONSIBILITIES

College Committees
  • Provides administrative support to Council, Committees (Executive, Finance and Audit, ABA Working Group, EDI Working Group and other groups such as Graduate Training Program Representatives, Internship Directors, Task Forces, Working Groups and ad hoc committees)
  • Posts materials to SharePoint and updates privileges as needed
  • Attends all meetings, including out-of-town Executive Committee meetings
  • Makes arrangements for accommodation, travel and catering as necessary
  • Provides timely notifications
  • Provides attendance and expense forms
  • Processes claims for public members of Council
  • Creates and maintaining accurate minutes
  • In particular with respect to:
Council
  • Prepares minutes
  • Ensures that Council materials and approved minutes are posted to the College web site in a timely manner
  • Maintains a concordance of resolutions
  • Prepares orientation packages for new members of Council
  • Coordinates streaming of Council meeting to YouTube
Executive Committee
  • Prepares minutes
  • Makes appropriate arrangements for annual out-of-town reception for members to be hosted by Executive Committee
  • Support to Ad Hoc committees
  • Assist all Committees with arranging the appropriate SharePoint Access
Support to the Registrar’s Office
  • Coordinates meetings and meeting schedule
  • Assembles and disseminates required materials for participants and relevant staff
  • Ensures the secure filing of appropriate records
  • Facilitates communications with membership using Constant Contact
Professional Corporations
  • Manages corporation registration and renewal, maintains database
  • Responds to member inquiries regarding professional corporations
Elections to Council
  • Manages election cycle: notifications, verifies nominations, administrates online voting, responds to queries and web content
  • Is knowledgeable of Election By-Law, timelines and requirements
Social Media
  • Monitors College social media sites: LinkedIn, Twitter and Facebook
  • Maintains a posting schedule to support College activities
  • Creates and graphically designs content including images as needed.
Website
  • With the Director, Corporate Services, manages and creates content as needed
  • Ensures that content is accurate and up to date
  • Posts material and information relevant to the quarterly Council meetings.
  • Staff liaison to the website for troubleshooting, (ie fixing errors, broken links, updating content)

Resources

  • Maintains current contact information for Council, Ministry staff and other government staff with whom the College communicates regularly
  • Maintains records as directed or required by policy
  • Creates and maintains databases as required

Other duties as assigned

MINIMUM POSITION SPECIFICATIONS

  • Post-Secondary education or equivalent combination of education and experience
  • Understanding of how to implement an effective social media presence
  • Knowledge of Photoshop, InDesign and advanced Office Suite skills
  • Excellent database management skills
  • Excellent oral and written communication skills
This position is hybrid with two days per week in office.

We thank all applicants for their interest, however only candidates scheduled for an interview will be contacted and invited to participate in the process of recruitment. No phone calls please. 

In accordance with the Ontario Human Rights, Accessibility for Ontarians with Disabilities Act (AODA), all requests for accomodation will be considered throughout the recruitment and hiring process.