Full Time Permanent Office Manager position with OPSEU/SEFPO Local 560, Representing Seneca College Faculty
We work to create a just, equitable, and safe working environment for all faculty. We are part of OPSEU/SEFPO, one of the largest public sector unions in Canada. We are looking for someone who is enthusiastic about creating better workplaces for all workers.
This position has scheduled hours with some flexibility, is frequently on site at our offices, though it can include working remotely from home. Compensation will be competitive and commensurate with experience.
OPSEU supports employment equity. Racialized workers, women, Indigenous workers, LGBTQ2S+ workers and workers with disabilities are encouraged to apply. For the purpose of statistical data collection, applicants are strongly encouraged to voluntarily self-identify.
Please advise should you require any accommodation to participate in this posting via email.
Please apply by sending your Cover Letter and Resume to . All applications must be sent as either a Word document or as a PDF.
Please submit your documentation by September 13th, 2022.
POSITION SUMMARY
The Office Manager serves as the first point of contact for the Local 560 Office and provides a wide range of high-level administrative and office support in a busy, dynamic and highly confidential environment.
The Office Manager serves as front line representative for the Local 560 Union Office, responding to general enquiries and communicating on behalf of the Local Officers as required. The individual participates in and assumes coordinating responsibility for selected projects.
Reporting directly to the President of the Local and collaborating with the Local Executive Committee, responsibilities include but are not limited to:
- managing the President’s calendar/schedule,
- preparing and coordinating information on a daily basis for the President’s scheduled activities,
- communicating with a variety of stakeholders through various communication modes,
- managing information flow in the Local 560 Office, between the Local Executive Committee and members at large, and
- scheduling a variety of meetings involving members, stewards, officers, and employer representatives.
- Attending meetings and taking detailed notes
Key Duties:
Managing the President’s calendar/schedule, scheduling Grievances and Workload Monitoring Group meetings
- Accurately manage and coordinate a complex and detailed calendar of meetings, events and contacts
- Manage the Local’s complex schedule, including arranging appointments, conference calls and meetings with internal and external entities
- Ensure the Local’s calendars are always current with precise and thorough details for all scheduled activities
- Manage inboxes, including forwarding or replying to emails and correspondence addressed to the Local, its President, and email addresses as occasionally assigned
- Draft and proof read a range of internal and external correspondence on behalf of the Local
- Handle logistical arrangements pertaining to scheduled activities (including grievance meetings and workload monitoring group meetings).
- Liaise with appropriate internal committees and external entities in scheduling meetings
- Research and compile background material pertinent to scheduled activities when required
- Prepare daily agendas for the Local President, including detailed briefing notes as appropriate
- Follow up on outcomes to scheduled activities as directed
- Greet and receive visitors to the Local 560 Office
- Coordinate the logistics of select projects/events, including arranging location bookings, catering, invitations, documentation materials, audio-visual preparation, organizing stakeholder participation, etc.
Communications
- Serve as first point of contact for the Local’s Office
- Screen phone calls and a variety of correspondences, ascertaining nature of inquiry and prioritizing action as required and diverting inquiries as appropriate
- Respond to enquiries on routine matters, redirecting to other Officers for resolution as appropriate and referring complex/sensitive issues to the President
- Brief the Local Officers on emerging issues as they are identified
- Maintains and updates existing databases
- Prepare meeting minutes for grievance meetings and workload resolution meetings in advance of arbitrations
- Respond to emergency situations that arise through liaison with the President, other Executive members, and other individuals as required
Education Qualifications
- College Diploma / University Degree or equivalent experience
Experience
- Administrative assistant or office management experience
- Labour/union experience is an asset
- Project management experience is an asset
Skills
- Advanced computer skills, including extensive knowledge of standard Microsoft Office applications (Word, Excel, PowerPoint), advanced email skills, and familiarity with modern office technologies
- Impeccable organizational, scheduling, and time management skills, with an ability to manage multiple demands, prioritize and complete tasks, be flexible and adaptable to change, and perform efficiently under tight deadlines
- Good judgment and proven ability to maintain confidentiality and discretion in handling sensitive information
- Experience with any business relevant online platforms (e.g. CRM) an asset
- Experience with virtual meeting platforms (hosting Zoom meetings; Microsoft Teams)
- Experience with Adobe InDesign or equivalent for producing newsletters an asset
- Experience with WordPress (posting articles, updating pages) an asset
- Advanced verbal and written communication skills required
- High level of professional maturity, respectfulness and diplomacy required
- Ability to work independently, accurately and with discretion required
- Project management skills and keen sense of quality assurance