No.: SCH II-24-0094NE

POSTED: May 9, 2024

DEADLINE: May 23, 2024

Administrative Liaison, Shared Services

1 - Permanent Position

Governance and Board Services

Schedule II, Level 4

(Non-Union - 12 Months)

$69,723 - $82,955

The Toronto District School Board adheres to equitable hiring, employment, and promotion practices.

Reporting to the Senior Manager, Governance and Board Services, the Administrative Liaison, Shared Services is responsible for providing administrative support in a team environment supporting up to 22 trustees. The incumbents will be required to act as key liaison with parents and community members and staff at various levels including supervisory officers, school principals and vice-principals.

Summary of Duties:

Ø Act as a liaison with community members, organizations and constituents on behalf of the trustees;

Ø Provide information to parents and the community on policy and emergent situations and respond to inquiries regarding Board policies and procedures and refer callers to the appropriate Board staff;

Ø Respond to calls from parents, principals, media, Board staff, other educators and members of the community;

Ø Act as a liaison with Board staff including supervisory officers, school principals and vice-principals;

Ø Compose, edit and prepare correspondence;

Ø Prepare and distribute information for meetings and create minutes of meetings as required;

Ø Coordinate meetings and appointments on behalf of the trustees as required;

Ø Share information with other Board staff;

Ø Manage the trustees' Web pages on the Board's public Web site by posting information as requested and monitoring the relevance of the information;

Ø Gather data and research matters, collating and interpreting the information as required and providing the results in an appropriate manner;

Ø Monitor and track expenses related to activities of the department; gather data and analyze as required;

Ø Order supplies and equipment;

Ø Assist with preparation of the department's annual budget submission;

Ø Administer employee information for the department, as required and update in a timely manner;

Ø Provide confidential administrative support to trustees;

Ø Attend regular meetings with executive support staff to ensure understanding of routines and new initiatives;

Ø Support colleagues via sharing of best practices and other contributions as needs are identified;

Ø Participate in ongoing staff development activities

Ø Manage and maintain office records, ensuring accuracy and appropriate cross-referencing;

Ø Manage relevant data;

Ø Receive, track, forward, respond and/or follow-up incoming mail and prioritize written and verbal requests for the trustees' attention; and

Ø Other duties as assigned.

Qualifications:

Ø Secondary school diploma plus one year additional course work in Business Administration including courses in computers, business writing and accounting with four years of progressively responsible administrative experience handling a broad range of administrative matters, including composing and editing correspondence, tracking and monitoring departmental budget, taking and transcribing minutes and preparing agendas, etc., or an equivalent combination of education and experience;

Ø Proficient keyboarding and computer skills including word processing, spreadsheet and database applications, HR Payroll and Financial information systems, email and internet;

Ø Proven ability to communicate effectively (both orally and in writing) with staff, community, parents, students and external organizations;

Ø Proven ability to organize and co-ordinate a diverse number of projects;

Ø Demonstrated ability to handle matters requiring high levels of diplomacy, sensitivity and confidentiality;

Ø Knowledge and understanding of Board and departmental policies and procedures, Safe School Act, Ministry directives, etc.;

Ø Demonstrated ability to manage a budget;

Ø Proven ability to work under pressure in order to meet frequent deadlines;

Ø Proven ability to prepare accurate minutes, reports and summaries; and

Ø Ability to take initiative.

Special Requirements:

Ø Must be available to work evenings and weekends sometimes with minimal or no notice.

Ø Occasional travel across TDSB.

Work Year : 12 Months

Location: 5050 Yonge Street (Wheelchair Accessible) (Hybrid Work Eligible)

Please note:

Applications must be submitted using the link below by May 23, 2024:

Only applicants selected for an interview will be contacted. Applications will not be acknowledged in writing.

The Toronto District School Board is deeply committed to promoting Truth, Reconciliation and the rights of Indigenous peoples, Human Rights, Equity and Anti-Racism, and the elimination of Oppressive Practices, in our schools, our workplace and in the communities we serve. We strongly encourage applications from all individuals including those with varied lived experiences that can contribute to the diversification of the workforce at TDSB.

We strive to meet the accommodation needs of persons with disabilities. Applicants are encouraged to make their needs for accommodation known in advance during the application process.

The TDSB follows a hybrid work structure where some employees may be able to work remotely at times, based on operational requirements. Please refer to Policy P103 , Flexible Working Arrangements for more information.