Position:  Administrative Assistant

Company: Association of Canadian Occupational Therapy Regulatory Organizations

Type:  Permanent, Full Time

Location: Hybrid – 2 Days in the office (20 Bay Street, Toronto, Ontario)

The Association of Canadian Occupational Therapy Regulatory Organizations (ACOTRO) is the national organization of occupational therapy regulators in Canada.

ACOTRO is seeking an administrative assistant with excellent communication, organizational, and time management skills for the SEAS program. The mission of the SEAS program is to ensure that the education and competencies of internationally educated occupational therapists are similar to Canadian graduates.

The role is ideal for someone who is detail oriented, self-motivated, and flexible, and has a desire to learn, ask questions, and take initiative.

The Position:

As a first point of contact, the Administrative Assistant assists internationally educated occupational therapists and sets the tone for their interaction with the Association.  This position reports to the SEAS Manager and you will be working within a dynamic three-person team, and with other supporting professionals and committees. You must feel comfortable working in a small well-functioning environment. The position has administrative, registration, case management, and financial responsibilities. Your exceptional customer service skills will be critical in ensuring the public interests are being protected.

This is a permanent full-time position. The starting annual salary for this position is $54,739. Salary may vary based on qualifications and experience.

What you will be responsible for:

• Monitors all inbound mail, emails, and phone calls – responds to all inquiries, actioning, or redirecting as appropriate.
• Completes registration process with new applicants.
• Processes payments for all applicant fees.
• Sends, receives, and reviews all documentation for SEAS applications, ensuring key details are accurate and complete, and documents are stored in line with relevant policies.
• Facilitates communication between applicants, stakeholders, and SEAS staff/contractors – recording and advising appropriate individuals regarding the determined outcomes.
• Compiles and maintains SEAS office and applicant files – electronic and hard copy, while following procedures to ensure privacy and confidentiality of applicant information; ensures files are complete and up to date.
• Monitors applicants’ progression through SEAS program to ensure objectives and standards are met.
• Schedules and coordinates applicant assessments; sourcing venues when appropriate.
• Prepares documentation and files for applicants, assessors, and committee members.
• Maintains assessment calendar.
• Maintains databases.

Supports the SEAS Manager and SEAS Coordinator:

• Provides support to the SEAS manager and SEAS coordinator, and communicates priorities with respect to meeting requests, urgent matters, competing deadlines, correspondence, and report preparation.
• Plans, organizes, and coordinates office activities to ensure efficiency and compliance to standards and policies.
• Plans and coordinates events and activities such as workshops.
• Participates in and/or coordinates projects for ACOTRO and SEAS.
• Responds independently to inquiries from applicants, the public, stakeholders, and consultants/suppliers, applying knowledge of policies, procedures, and standards, via phone, email, teleconference, or webinars.
• Collects, verifies, and inputs data into spreadsheets and databases; prepare reports with analysis of data.
• Updates and maintains SEAS information and content on ACOTRO website.

Financial Management

• Supports bookkeeper and SEAS manager with financial/accounting matters.
• Supports annual ACOTRO financial audit.
• Maintains and manages inventory of office supplies and equipment (e.g. – laptops).

Board and Committee Support

• Schedules and coordinates meetings, including room bookings; coordinates meetings via webinar, in person, and/or teleconference.
• Creates action lists from meetings.
• Prepares and distributes agendas and meeting materials/documents.
• Supports SEAS manager/coordinator with preparation of applicant documentation for determination committee and applicants.
• Conducts routine communication with board/committee members.

What makes you the ideal candidate?

• Knowledge and ability to work within a legislative framework.
• 3 Years of Administrative Assistant experience preferably in a small office team.

• Proficient in Microsoft Office (Word, PowerPoint, Outlook) and intermediate skill in excel. Proficient in both MAC and Windows operating systems.
• First point of contact for some technology issues.  Responsible for resolving and re-directing technology issues as required.
• Proficient in using Webinar platforms, and communication platforms.
• Exceptional data entry skills with demonstrated speed and accuracy.
• Ability to quickly and accurately proofread documents.
• Ability to multi-task and change priorities while still achieving thoroughness and accuracy.
• Excellent communication skills.
• Ability to set priorities and organize work effectively to meet deadlines.
• Proactive approach to work and independent problem-solving skills.
• Experience supporting financial activities, office management and administration.
• Experience with customer service, corporate communications, scheduling, and event planning.
• Strong research and analytical skills with experience preparing reports of findings spreadsheets, graphs.
• Self-motivated, and competent in prioritizing and working independently; identifying activities needing completion, managing time well and committed to working cooperatively in a small team environment.
• Must be able to take and follow direction and at the same time take initiative to be successful in the role.
• Good judgement, initiative, and discretion in dealing with sensitive issues.
• Creative with excellent problem-solving skills.

Required education and experience:

• Minimum 2-year community college program in Office Administration, Business, or related field.
• 3 years relevant work experience.

Preferred experience:

• Experience working for a not for profit, regulatory or health care environment.
• Previous experience supporting Boards and/or committees.
• Knowledge of health care system is an asset.
• Fluency in French.

Benefits:

• Percentage of salary in lieu of benefits.
• Three weeks paid vacation per year, prorated during first year of employment.

Equity, Diversity, and Inclusion at the Association:

ACOTRO is committed to building, maintaining, and fostering an equitable, diverse, and inclusive workplace.  We encourage those from equity-deserving groups to apply to our open positions, and endeavor to welcome and value the unique perspectives and experiences all new people bring to our organization.

How to apply:

Please submit your resume to seas.manager@acotro.org

Please let us know if you require any accommodation to participate in this recruitment process when submitting your resume.

We look forward to hearing from you!