Administrative Assistant

JOB DESCRIPTION
Job Title: Administrative Assistant

Job Status: Permanent (Existing Position)
Team: Prosecutions
Reports to: Manager or Director
Job Level: 2

I. JOB PURPOSE
Provides a variety of team-specific and general administrative support to facilitate efficient team operations.

II. KEY RESPONSIBILITIES
• Provides information and assistance to support team operations by acting as the primary contact to respond to team-specific inquiries, documenting and updating administrative processes relevant to the team function, and updating databases related to the activities and operations of team.
• Provides general administrative support including but not limited to maintaining effective flow of information within the team including liaising with system partners to request for information, preparing general correspondence, memos, reports, presentation materials, assisting with mailing electronically or by regular mail, and reviews and submits approved invoices and other finance-related requisitions to Finance for processing.
• Provides records management support by acting as the SharePoint administrator ensuring files structures, naming conventions and access rights are provided to authorized users, and maintained according to Information Management standards.

III. REQUIRED QUALIFICATIONS
Education and Experience
• Completion of post-secondary education in a complementary discipline plus two to three years of related work experience in a similar role.

Organizational Competencies
Consistently demonstrate CNO’s Organizational Competencies:
• Innovation – Curiously cultivate new ideas with a desire to learn and a collective focus on the best outcome.
• Integrity – Conduct every interaction with fairness, honesty, and mutual respect.
• Collaboration – Work with the right people at the right time to make the best-informed decision.
• Well-being – Care for the physical, mental, spiritual, and emotional needs of ourselves and others.

Job Competencies, Knowledge, Skills
• Adaptability – demonstrates flexibility by shifting focus on more urgent work; adjusts approach based on the situation to meet operational needs of the team.
• Planning and Organizing – identifies work priorities and plans own work efficiently to achieve goals within established timelines to facilitate efficient team operations.
• Attention to Detail – requires close attention to details when providing administrative support to team-specific operations. Develops methods for organizing work and identifies key details when reviewing multiple sources of information.
• Communication – uses effective communication skills when responding to team-specific inquiries or sharing information within the team; messages are clear, shared in a timely manner, and ensures confidentiality. Adapts content and messaging to fit needs of audience and asks clarifying questions to ensure others have understood the message.
• Problem Solving – gathers information needed to identify a problem, identifies options to resolve team-specific and general administrative-related issues and makes sound and timely decision to solve the problem.
• Demonstrated advanced proficiency in MS Office, Acrobat Pro, and with collaborative technologies such as SharePoint and Webex, the College’s membership system, and Visio.

Hiring Range:

$61,157.00 – $65,583.00

Full Salary Range:

$61,157.00 – $70,330.00

Applications must be submitted by 11:59 p.m. the day before the closing date.

To be considered, applications must be submitted through CNO’s recruitment portal, Workday. Unfortunately, CNO is unable to process applications received through other channels.

Our DEI Commitment

The College of Nurses of Ontario protects the public by promoting safe nursing practice. We strive to be diverse, inclusive, fair, equitable and accessible by addressing barriers and promoting dignity and respect for all.  If you require Code-protected accommodation at any time during the recruitment process, please contact careers@cnomail.org citing “Request for Accommodation” in the subject line.

Land Acknowledgement

The College of Nurses of Ontario (CNO) operates on the traditional, ancestral and unceded territories of many Indigenous communities across Ontario which continue to be home to Indigenous peoples. CNO’s office is in Toronto, on land that is the traditional territory of many nations including the Mississaugas of the Credit, the Anishnabeg, the Chippewa, the Haudenosaunee and the Wendat peoples.

Our hiring process may use artificial intelligence (AI) tools to assist in screening applications.