Purpose of the Role

The purpose of the Office Administrative Coordinator role is to serve as the initial point of contact for both members of the Association and the public, ensuring effective communication and interactions and ensuring appropriate service is provided.  The role is also to be the primary administrative coordinator for the Survey Review Department and the secretary for the Educational Foundation.

Responsibilities

The following is a list of the essential duties and responsibilities of this job. The tasks and the time spent performing each task may vary. AOLS maintains the right to modify job duties and responsibilities at its discretion.

General Office Administrative Duties

• Act as the initial point of contact for the public and AOLS members.
• Exercise judgement to prioritize and promptly address and attempt to resolve inquiries and concerns, providing effective and helpful assistance or referring to the appropriate staff as necessary.
• Attend and assist with organizing the Annual General Meeting. The position will be expected to assist with booking arrangement for contractors and suppliers (i.e. photographer, security guard, pipe and drapes, etc.), prepare awards and citations, assist with the creating the schedule and content, attend the registration booth to assist attendees, set up the Educational Foundation table, manage supplies, load and unload necessary supplies.   
• Complete general office duties, manage all incoming office mail, and coordinate the booking of offsite venues for office meetings, Council meetings, and other special meetings.
• Ordering and replenishing all office supplies (including for the Survey Review Department) to ensure the office is functional including kitchen and bathroom supplies.
• Responsible for building maintenance and coordinating various maintenance appointments to align with days at the office.
• Maintain regular maintenance appointments such as air quality, heating, etc.
• Ensure resources for in-person committee meetings at the office are in place, including IT resources, refreshments and meals as needed. Ensure clean up is carried out after each meeting.
• Compile, create and produce the annual report as per instructions from the Executive Director, summarizing key achievements, financial information, and relevant updates to present a comprehensive overview of the Association’s activities and performance.
• Coordinate office meetings through the Zoom platform and maintain the various accounts.
• Maintain the AOLS committee list and email contacts as required.
• Lead fundraising activities for the Educational Foundation with the approval of the Board.
• Cross functional team support as agreed to with your supervisor.
• Perform other duties as assigned in relation to general office administration.

 Survey Review Department Administrative Duties

• Process plan submission sticker orders, ensure payment is received and distribute receipts.
• Prepare and organize files and necessary documents for consultants to facilitate the review process.
• Prepare, maintain and update the proposed order of Comprehensive Reviews for the current and upcoming cycle.
• Create, manage, update and monitor the list of Firms subject to Comprehensive Reviews.
• Prepare files, edit letters, and send correspondence for Systematic Reviews.
• Produce regular financial reports for the accounting department, and SRD Manager.
• Respond to queries from members on topics relating to SRD Reviews & sticker orders.
• Cross functional team support as agreed to with your supervisor.
• Perform other duties as assigned in relation to the Survey Review Department.

  Qualifications

 To perform this job successfully, an individual must be able to perform each essential duty listed above satisfactorily. The requirements listed below are representative of the knowledge, skills and abilities required. Team members who may not possess all the requirements for a job at the time of hire are expected to attain the missing skills, knowledge and abilities required within a specified period of time as agreed upon, in writing, with their supervisor. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Characteristic and Ability Requirements

•  Self motivating and takes initiative to perform tasks and identify process improvements.
• Effective and respectful internal interactions with colleagues and external communications with members, public, government officials and other third-parties involves active listening and advising.
• Strong attention to detail.
• Demonstrates strong organizational and time management skills.
• Performs role in a timely and accurate manner and makes practical suggestions on proposed changes that impact upon the efficiency of the job.
• Reviews processes and resources with a focus on suggesting and implementing improvements.
• Builds and maintains positive relationships with staff, members, and external parties.
• Contributes to a positive work environment.
• Ability to recognize and recommend necessary changes to improve client services.
• Innovation and creativity skills required to get work done when obstacles arise.
• Excellent problem-solving skills through analysis and decisiveness to solve problems while balancing independent decision making with reporting obligations.

 Educational and Training Requirements

Education Required:                           Secondary school diploma required. Post secondary education preferred

Certification Required:                        N/A

Training Required:                               N/A

Other Education / Certification /

Training preferred:                              MS Office Specialist or equivalent

Work Experience Requirements

Work experience required:                Minimum of 3-5 years of experience required.

Job related experience required:       Minimum of 3-5 years of experience required working in an administrative support role with a focus on serving and coordination.

Financial acumen required:               Ability to record financial transactions including payment for services, organizing receipts, tracking and reporting to the finance department and board member(s), etc.

Technical Requirements

Software:                                           Intermediate to expert level Microsoft 365.

Equipment:                                         Computers

Other:                                                 Online platforms, Adobe, Google Chrome, and Windows OS.

Competencies

•  Accountability – Sets standards of performance for self; assumes responsibility and accountability for successfully completing tasks by managing one’s time and resources; encourages others to take responsibility.
• Builds Trust and Respect – Identifies opportunities to build relationships, treats people with dignity, respect, and fairness; listens to others and considers opinions and ideas; shares thoughts, feelings, and rationale for decisions made, operates with integrity.
• Client and Member Focus – Meets the needs of internal clients, members, and other external parties with a desire to serve others; honours commitments by providing helpful, courteous, accessible, and responsive assistance.
• Collaboration -Promotes cooperation between team members by actively listening, being genuine, valuing others’ points of view, leveraging the diversity of the team, supporting, and recognizing successes, providing feedback, and responding to team member’s needs, while ensuring inclusive behaviours are modeled and represented broadly across the Association.
• Commitment to Learning – Acquires and improves relevant technical and/or job specific knowledge and skills; keeps up with current developments and trends in areas of expertise and the sector.
• Communication – Conveys information and ideas clearly through a variety of mediums to individuals or groups in a manner that engages the audience and helps them understand and retain the message.

 Job Demands

 The position may have interruptions to workflow/pace imposed or work demands may be changed by the management team.  The team member may have predictable “peak periods” of work or extra work during predictable times.

 Physical and Sensory Requirements

Reading or collecting basic data or sensory effort that require normal attentiveness and/or basic typing, some lifting of low intensity may be required – up to 10 lbs.  Physical effort includes lifting, lowering, carrying objects, crouching, bending, and kneeling.

Working Conditions

Exposure to irate members of the public or members. Some travel within Ontario on same day return trips and may travel overnight up to once per quarter.