Career Opportunity at COSTI
Senior Administrative Associate
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This is a full-time non-union position scheduled to work 35 hours per week.
BE A PART OF A DYNAMIC AND DIVERSE ORGANIZATION AS A SENIOR ADMINISTRATIVE ASSOCIATE FOR ITS’ PLANNING AND PROGRAM DEVELOPMENT DEPARMENT
Duties:
Administrative Support:
- Provide comprehensive administrative assistance to the Senior Director as required, including managing schedules, planning meetings, submission of reports and proposals, coordinating meetings, and handling travel arrangements.
- Maintains and schedules appointments, meeting logistics and activities for Senior Director
- Assist with formatting, compiling, and organizing minutes drafted by the Senior Director and the Planning and Community Development team.
- Manages the preparation, coordination and implementation of executive meetings including accountability for meeting minutes and while maintaining appropriate files and records.
- Prepares and distributes correspondence, minutes, reports, and presentations using Microsoft Word, Excel, and PowerPoint. (working knowledge of pivot tables an asset)
- Manages calendar for Senior Director and ensures appropriate lead times, reminders and relevant materials are provided.
- Responsible for receiving, opening, and distributing all incoming mail and correspondence pertinent to the Senior Director. This includes sorting and prioritizing mail based on urgency and relevance, ensuring that critical documents are promptly brought to the Senior Director's attention. Maintain a systematic approach to handle sensitive and confidential information appropriately.
Project Coordination:
- Establish internal deadlines for proposal preparation, compile and organize all necessary materials, and distribute them to the management team. Ensure that all documents are complete and delivered in a timely manner to facilitate smooth review and decision-making processes.
- Keeps accurate account of funding reporting deadlines and distributes the file quarterly to the management team.
- Provides check-in/reminder correspondence on proposal and report submissions.
- Responsible for managing and keeping up-to-date documents, resources and final applications, reports and agreements on the program’s Microsoft Teams site and shared folders.
- Shares signed funding agreement with key stakeholder i.e. finance and marketing
- Collaborate with team members to ensure project deadlines are met, and progress is tracked effectively.
- Prepares and edits reports, presentations, and correspondence directed toward a wide range of internal and external audiences.
- Assist with the coordination of information gathering, material distribution and formatting of the Annual Service Plan.
Data Management and Reporting:
- Maintains databases and records of funder communication and monthly submission to funder.
- Coordinates the update of funder, partners and community engagement centralized inventories.
- Maintains records of funder and community meeting minutes.
- Effectively trouble-shoots and problem-solves issues as they arise and keeps the Senior Director informed.
- Works with the Senior Director to ensure compliance with all terms of the Funder agreement/ service agreements including provincial targets, reporting requirements, provincial outcomes, program standards and program evaluation.
Budget and Finance:
- Assist in monitoring and tracking of monthly/quarterly financial reports and budgets.
- Responsible for processing invoices, expense reconciliation and managing accurate and up-to-date expenses.
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Qualifications:
- Minimum 3 years previous experience in administrative or project support roles, preferably working with people in senior level positions.
- University Degree preferred or completion of Community College Diploma in Administration, Business Administration /or Post-secondary education or courses in a related discipline
- Detail oriented with superior organizational skills.
- Demonstrated ability to take initiative and ensure requested tasks are successfully executed, and to work well both independently and as part of a team.
- Demonstrated ability to maintain confidentiality, using discretion and good judgement.
- Tolerance for ambiguity and the ability to adapt well to open-ended tasks and regularly shifting priorities.
- Advanced computer skills with experience utilizing the Microsoft Office suite of programs.
- Well-developed interpersonal and relationship building skills; ability to establish rapport and excellent communication with internal and external stakeholders.
- Excellent written, proofreading and communication skills.
- Planning, organization and interpersonal skills, with ability to function in a diverse environment
- Communicates in a thorough, clear and timely manner and supports information sharing and goal achievement across the organization.
- Please note that a written and technical assessment will be administered to demonstrate both written and planning skills as well as proficiency with MS Office applications and Outlook at an advanced level.
- Must be fully vaccinated or be exempt from vaccination on human rights grounds. COSTI reserves the right to require information establishing the validity of the exemption.
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Location: |
1710 Dufferin Street, Toronto |
Duration of Position: |
October 28, 2024 to Open Ended |
Starting Salary Range: |
$58,171 to $63,251 per annum plus benefits |
Posting Date: |
2024-10-01 |
Closing Date: |
2024-10-15 |
Notes: |
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Qualified candidates are invited to submit their resumes and cover letters as one file, quoting reference #171-24 to the below link:
https://creg.costi.ca/ui/hr/resume.aspx?refno=171-24&site=costi
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"We thank all applicants for their interest in COSTI. However, only candidates selected for an interview will be contacted. No telephone calls please."
COSTI encourages applications from individuals reflecting the diversity of our community. COSTI is committed to fair and accessible employment practices and when requested, will make reasonable effort to accommodate people with disabilities during the recruitment and assessment processes when filling positions.
