Tactful, deadline-oriented and skilled in dealing with internal and external stakeholders at all levels, you’re ready to contribute to sound governance processes and legislative compliance as part of the Toronto District School Board (TDSB)’s Governance and Board Services team.
Reporting to the Manager, Board Services, you will provide administrative support to facilitate effective, efficient operations relating to Toronto District School Board as well as standing and special Committee meetings – both public and private – in accordance with provincial legislation, the Board’s bylaws and governance processes. This will include preparing, compiling and distributing meeting notices, agendas, materials, reports and other documentation, recording and preparing official minutes, managing meeting logistics, and conducting meetings using electronic meeting management software (eScribe).
As a Board Governance Administrator, you will be expected to provide guidance and advice on procedural matters to the Committee chair and senior staff at standing and special committee meetings to ensure compliance with Board bylaws, as well as assist the Manager in preparing timely, accurate information for senior staff about Board decisions and requests for action following meetings. An effective communicator, orally and in writing, you will act as liaison with trustees, all departments, parents, community members and staff at various levels, including supervisory officers and staff in the Director’s Office, provide training to end-users (existing and new trustees and staff) on the use of the Board’s electronic meeting management software, and ensure the ongoing effective operations of this software and related solutions, including troubleshooting.
As a Board Governance Administrator, you will:
- Prepare the official records of decisions for both public and private records following standing and special meetings;
- Prepare, post and maintain the official schedule of meetings and calendar of meeting dates;
- Attend Board and committee meetings;
- Provide information to staff and the public regarding official decisions;
- Maintain and update information on the Board’s website;
- Manage meeting logistics such as tracking attendance, ensuring quorum, ordering equipment, arranging for conference calls, etc.;
- Assist the Manager with coordinating the process for members of the public to make delegations to the Board’s committees in accordance with the Board’s delegation procedure;
- Work with IT to resolve technical issues and operation of the electronic meeting management solution;
- Support the voting process during meetings, including the projection of agenda items, motions, amendments, vote results, etc.;
- Prepare ad-hoc and regular reports;
- Gather data and research information, collating and interpreting the information, as required, and providing the results in an appropriate manner;
- Maintain department records, ensuring accuracy and appropriate cross-referencing, as required;
- Utilizing SAP, monitor, process and track expenses related to activities of the department;
- Receive, track, forward, respond to, and/or follow-up on all inquiries (written, verbal and electronic), requests, incoming mail, etc.;
- Provide support to the Ombudsman’s office with receiving and tracking of information, inquiries and complaints;
- Provide support to special projects;
- Provide administrative back-up support to other staff members, as required;
- Provide leadership in fostering equity and inclusiveness in the development and implementation of programs and services; and
- Perform other duties, as assigned.
To take on the role of Board Governance Administrator, you must have:
- A two-year community college diploma (e.g. Business, Legal) plus courses in Parliamentary Meeting Protocol, with four (4) years of progressively responsible administrative experience in a governance/corporate secretariat environment, or an equivalent combination of education and experience;
- Experience supporting board and committee processes;
- Knowledge and understanding of school board bylaws, related policies and procedures, and Ministry directives;
- Knowledge of the requirements in the Education Act related to school board official records;
- Highly developed English-language skills, including spelling, grammar, style and punctuation;
- Proven ability to prepare accurate minutes, reports and summaries of decisions;
- Proven ability to communicate effectively (both orally and in writing) with staff, trustees, the community, parents, students and external organizations;
- Proven ability to organize and co-ordinate a diverse number of projects;
- Demonstrated ability to handle matters requiring high levels of diplomacy, sensitivity and confidentiality;
- Strong problem management, analytical and research skills;
- Proficient computer skills, including electronic meeting management software (e-Scribe), word- processing, spreadsheet, database and presentation applications (MS Office), Human Resources and Financial Information Systems (i.e., SAP), email and internet;
- Proven ability to work under pressure in order to meet frequent deadlines; and
- Proven ability in promoting equitable practices which value inclusiveness and diversity.
Salary range: $67,689 – $81,227 per annum
These permanent, full-time positions, located at 5050 Yonge Street (wheelchair accessible), involve occasional travel across the TDSB, and require working evenings and weekends, sometimes with minimal or no notice, in order to meet service requirements.
Please submit a resume and cover letter, by 12:00 noon, February 17, 2020, quoting competition #SCH II-20-0019NE in the subject line, to:
Only applicants selected for an interview will be contacted. Applications will not be acknowledged in writing.
We strive to meet the accommodation needs of persons with disabilities. Applicants are encouraged to make their needs for accommodation known in advance during the application process.
We are an equal opportunity employer and adhere to fair employment practices.
- Offered SalaryN/A
- Career LevelOthers
- ExperienceLess than 2 years
- SECTORMunicipal Government
- Application Closing Time17.02.2020 17:10