24AE06 - Executive Administrator to the Associate Director

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ABOUT THE UPPER GRAND DISTRICT SCHOOL BOARD (UGDSB)

The UGDSB employs a team of approximately 4,000 dedicated staff who serve more than 35,000 students attending a variety of programs across 65 elementary and 11 secondary schools as well as continuing education and adult learning centres in the counties of Dufferin, Wellington, and the City of Guelph. The UGDSB covers the ancestral and treaty lands of the Mississaugas of the Credit, the Six Nations of the Grand River, and Saugeen Ojibway Nation.

The UGDSB is committed to supporting student achievement and well-being through our team of dedicated staff and strong learning communities, always striving to meet the diverse needs of our students. Our employees are empowered to contribute in meaningful ways to the success of our students and the greater organization.

THE OPPORTUNITY

The UGDSB is seeking a dynamic individual to join our team in the capacity of Executive Administrator to the Associate Director.

Location: Guelph Board Office (500 Victoria Rd. N, Guelph, ON)

Salary Range: $66,800 to $80,100 per year; 35 hours per week

Blended (remote/in-person) work model may be provided as per UGDSB Blended Work Model – Non School Based Staff Operating Procedure.

Board Information:1.0 FTE; 12 months; permanent, full-time; Administrative Employees

The Executive Administrator provides a wide range of administrative support and professional assistance to the Associate Director. The Executive Administrator actively manages action items to ensure completion and appropriate follow up as well as conducts budget management responsibilities to support the Associate Director. In addition, the Executive Administrator supports various projects within the department to increase overall efficiency and effectiveness.

Responsibilities:

Provides administrative support to the Associate Director

• Acts as representative for Associate Director, receiving and responding to inquiries and concerns, both verbal and written
• Prepares and reviews communications, memos, proposals, policies, and procedures
• Records minutes and provides confidential note taking during meetings
• Organizes and maintains multiple schedules and calendars
• Proactively prioritizes action items, escalating issues or concerns as required
• Problem solving with respect to K-12 school issues and parental concerns
• Coordinates weekly messaging to Administrators and monthly staff meetings for all Associate Director Executive Administrators
• Assists with event planning and preparation

Acts as a communication liaison for Internal and External Stakeholders

• Provides excellent customer service to internal and external stakeholders which include Trustees, Executive Committee, Managers, System Leaders, Community Partners, and School Administrators
• Develops meeting agendas that require correspondence and confirmation with various stakeholders
• Prepares and reviews both in-camera and public Board reports
• Prepares Board and Ministry reports as required
• Ensures confidentiality and data integrity at all times

Supports the budget management process for the department which includes monitoring, reconciliation, and year-end projections

• Manages monthly PCard statements to card holders and ensures proper reconciliation
• Creates and manages purchase orders for the department
• Supports year end reconciliation and projections
• Prepares Ministry budgetary reports as required

Other Duties

• Performs other duties as assigned to grow and develop as an Administrative professional

Experience and Qualifications:

• Post-Secondary Degree or Diploma in Business Administration or a related field; or experience as deemed equivalent by the Board
• Minimum of three (3) to five (5) years of recent, related, and professional Executive Administrative experience in a fast-paced environment
• Attainment of the Certified Executive Assistant Professional (CEAP) designation an asset
• Previous experience in a unionized / school board / public sector organization an asset
• Strong organizational, problem solving, and analytical skills with an intermediate knowledge of Microsoft Office suite (Word, Excel, PowerPoint, and Outlook), Google-based products, Edsembli, SDS, Acrobat and SharePoint
• Ability to work independently in an organized manner, and collaboratively in a team-based environment
• Excellent oral and written communication skills and the ability to communicate effectively, professionally, and courteously with all levels of staff, external contacts, and the general public
• Demonstrates resiliency and a positive attitude through a solution-oriented approach to challenges
• Experience handling sensitive and confidential information
• Due to the nature of the position, a commitment to discretion, diplomacy, and tact and is required
• Due to the nature of the position, the incumbent will be required to be available periodically outside of regular working hours and may be called upon to provide support during emergencies and crisis situations

APPLICATION DETAILS

Candidates are invited to email their cover letter and resume in PDF format to ae.jobs@ugdsb.on.ca,specifying ‘Job Code 24AE06’in the subject line, no later than 4:00 p.m. on May 7, 2024. While we thank all applicants for their interest in working for the UGDSB, we wish to advise that only those selected for an interview will be contacted.

Please note: An original Vulnerable Sector Check (VSC) must be provided prior to the commencement of employment (if the successful candidate is external). The VSC must be dated within 6 months of the start date of employment. For further information, refer to the UGDSB’s Criminal Record Check requirements.

INCLUSIVE RECRUITMENT & HIRING

Employment Equity

The UGDSB is committed to disrupting systemic racism and oppression in all of its forms. We are committed to building a diverse staff that is reflective of and adds value to the community and students we serve. We actively encourage applications from members of groups who have historically and/or currently experience marginalization and/or barriers to equity, including, but not limited to:

• First Nations, Inuit, and Métis peoples, and all other Indigenous peoples
• Persons of marginalized sexual orientations, gender identities, and gender expressions
• Members of groups that commonly experience discrimination based on race, ancestry, ethnicity, colour, religion and/or spiritual beliefs, or place of origin
• Persons with visible and/or invisible disabilities

At UGDSB, we recognize that many of the identities listed above do not exist in a single form and are often intersecting, creating complex and unique experiences for applicants. We value the contributions that each person brings and are committed to creating and maintaining an environment where everyone can participate fully, thrive, and reach their full potential. Please visit Safe, Equitable and Inclusive Schools to find out more about equity, diversity and inclusion at the UGDSB.

Accommodation & Accessibility

We seek applicants with a wide range of abilities, and we provide an accessible candidate experience. If you require accommodation at any phase of the recruitment process, please contact wellness@ugdsb.on.ca.