Branch Administrative Coordinator

Are you an experienced administrative professional who thrives in a fast-paced and dynamic environment and is passionate about Human Resources? Are you well-organized, detail-oriented and excel in delivering exceptional executive level administrative support and coordination services?

If so, consider this exciting and challenging opportunity with the Strategic Human Resources Branch (SHRB) at the Ministry of Transportation.

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

What can I expect to do in this role?

We are looking for a motivated, experienced administrative professional to join our dynamic team. In this role, you will work collaboratively with the Executive Assistant and branch management team to provide a wide range of administrative services and support to the Director and Strategic HR Branch at the Ministry of Transportation.

In this dynamic role, you will:
• Support Directors Office Administration by managing the HR Director schedule including scheduling, preparing meeting agendas, logistics, and confidential briefing materials, and speaking notes for the Director and management team where required.
• Act as the primary contact on all administrative matters for the Branch.
• Perform Branch Planning Coordination including support staffing/HR functions for the Branch such as onboarding, the preparation of confidential HR documents, and position management.
• Manage branch assets, quarterly renewals, and the submission of various IT requests.
• Manage branch information effectively including maintain confidential filing systems for correspondence, human resources, and financial documents, regularly updating Branch SharePoint sites and internal webpages.
• Coordinate regular reporting activities for the branch to fulfill enterprise, ministry, and branch communication and strategic planning activities.

Perform financial support functions such as:
• Preparing budget estimates, monthly budget reports, process invoices and financial reconciliation.
• Manage procurements and contract management for all HR related contracts required for the delivery of ministry wide strategic HR products, learning and services.
• Proactively monitor in-year expenditures, manage branch budget through various financial systems.

How do I qualify?

Administrative and Organizational Skills

• You have excellent administrative and organizational skills to carry out various responsibilities in a fast-paced environment often with competing priorities.
• You can establish effective scheduling processes, coordinate schedules, logistics of meetings and travel accommodations.
• You have demonstrated political acuity and discretion to deal with highly sensitive or confidential information and the ability to exercise good judgement.
• You can identify and prioritize issues for the Director's or staff's attention, coordinating and forwarding requests and responses from multiple sources and managing a number of issues concurrently.
• You have experience developing and implements administrative systems or process improvements to ensure coordination of administrative/financial activities and the effective management of all administrative functions.
• You have demonstrated experience providing technical guidance to staff as required on administrative procedures, coordinating workflow, internal policies, procedures and processes.

Financial and Human Resources Knowledge

• You have knowledge of financial administration and information systems to prepare budget estimates, compile and analyze data to ensure compliance with directives, policies, and program goals.
• You have knowledge of purchasing and procurement processes.
• You have knowledge of human resources policies, procedures, and human resources information systems.
• You have or have the ability to obtain knowledge of human resources service providers to provide support on HR issues.

Communication and Interpersonal Skills

• You can respond to inquiries in a timely manner orally and in writing and prepare correspondence and reports.
• You are proficient in computer software applications and operating various programs including correspondence, word processing, database management, and spreadsheets.
• You have demonstrated interpersonal skills to develop and maintain effective working relationships at all levels and can work effectively within a team.

Additional information

Address:

• 1 English Temporary, duration up to 18 months, 301 St Paul St, St Catharines, West Region

Compensation Group:

Management Compensation Plan

Understanding the job ad - definitions

Schedule:

6

Category:

Administrative and Support Services

Posted on:

Thursday, January 30, 2025

Note:

• T-MT-225510/25

How to apply:

1. You must apply online.
2. Your cover letter and resume combined should not exceed five (5) pages. For tips and tools on how to write a concise cover letter and resume, review the Writing a Cover Letter and Resume: Tips, Tools and Resources.
3. Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, you must show how you demonstrated the requirements for this job. We rely on the information you provide to us.
4. Read the job descriptionto make sure you understand this job.
5. OPS employees are required to quote their WIN EMPLOYEE ID number when applying.
6. If you require a disability related accommodation in order to participate in the recruitment process, please Contact Usto provide your contact information. Recruitment services team will contact you within 48 hours.

All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee's exit will be considered prior to an offer of employment.

Remember:

The deadline to apply is Friday, February 21, 2025 11:59 pm EST. Late applications will not be accepted.
We thank you for your interest. Only those selected for further screening or an interview will be contacted.

The Ontario Public Service is an inclusive employer.
Accommodation is available under the Ontario's Human Rights Code .