TTC Jobs – Administrative Coordinator

Job Description:

Reporting to the Chief Diversity and Culture Officer the incumbent is responsible for ensuring the efficient daily operations of the office while providing administrative support to the chief as well as supporting the daily and strategic activities of the group as a whole. This will involve the development and analysis of key performance measures (KPIs) to track against strategic objectives in line with the Corporate Objectives; the review of audit recommendations, the co-ordination and follow up of actions required to address recommendations; and the co-ordination of all communication received by the chief and related responses. The incumbent also assists with special projects as assigned.

Job Responsibilities:

• Attends Group meetings which involve the preparation of agendas, participation at meetings and development of meeting notes and/or action plans;
• Monitors progress against KPIs and ensures corrective action is recommended for any potential issues identified;
• Ensures the chief is appropriately prepared for meetings, collecting/compiling pertinent background materials and information;
• Acts as the key representative of the office and the first point of contact for inquiries directed at the chief;
• Carries out and/or co-ordinates special projects/assignments as directed by the chief;
• Composes letters, memoranda and reports as necessary for the chief ;
• Develops and analyzes key performance measures (KPIs) for the Department with the Budget Coordinator.
• Liaises with the administrative staff of the chief’s direct reports as required regarding departmental issues and provides guidance, direction and/or advice concerning TTC administrative standards, procedures, processes, etc.;
• Reviews letters, reports and other correspondence for accuracy of content, completeness and conformance with procedures, etc.
• Ensures the efficient overall administration of the chief’ Office through the effective planning and co-ordinating of all activities for the office;
• Provides administrative support to the chief and ensures efficient daily operations of the chief’s Office;
• Tracks, co-ordinates and monitors various departmental activities/issues, projects and priorities, and provides updates of same, including status;
• Reviews all correspondence addressed to the chief and makes decisions regarding what is forwarded;
• Manages the chief’s Calendar, co-ordinating the chief’s schedule of activities and priorities;
• Works with the chief and department heads to establish metrics and methods to track progress of each department towards strategic objectives in line with the Corporate Objectives;
• Investigates inquiries and requests from internal and external sources and initiates and oversees the appropriate action and timely responses, arranging for follow ups as required;
• Provides analysis and reporting through monthly progress reports against strategic objectives of the Department and co-ordinates any follow up required;

Job Requirements:

• Plan and organize activities / projects to meet section and organizational goals
• Sound knowledge of business administration concepts and practices;
• Demonstrated analytical and organizational skills as well as ability to work independently, handle several priorities at once, and co-ordinate the activities of others to accomplish objectives and meet deadlines;
• Understand and apply administrative policies, processes, and procedures
• Use office technology, software and applications
• Apply analytical skills
• • Knowledge of legislation such as the Access for Ontarians with Disability Act, and the Municipal Freedom of Information and Protection of Privacy legislation;
• Demonstrated experience working with performance measures as well as research methods and techniques;
• Experience establishing, building and maintaining collaborative relationships for the purpose of meeting the corporate objectives;
• Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees.
• Highly advanced communication (oral and written) and interpersonal skills are essential, including a high degree of sensitivity for confidentiality;
• Comprehensive knowledge of modern office methods and systems, including computer and software applications such as Microsoft Office;
• Completion of a post-secondary degree/diploma in Business Administration or a related field, combined with several years of related work experience in progressively senior administrative roles or a combination of education, training and experience deemed to be equivalent.
• Communicate in a variety of mediums

Job Details:

Company: Toronto Transit Commission

Vacancy Type:  Full Time

Job Location: Greater Toronto Area, CA

Application Deadline: N/A

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