Administrator, Continuing Professional Development, Professional Development & Competence - 8 month contract/secondment (Hybrid, Toronto)

OVERVIEW

JOB PURPOSE:

The Administrator, CPD is responsible for providing administrative support to the Director and the Continuing Professional Development group. The CPD Group is responsible for the development and delivery of educational programming, and other resources to support the organization’s competence mandate. The Administrator is responsible for providing timely and accurate responses to internal and external customer requirements, ensuring that deadlines and priorities are met, and coordinating the administration of CPD processes.

QUALIFICATIONS REQUIRED:

• A college diploma, or equivalent, with computer proficiency in word processing, spreadsheets and database applications.

• A minimum of 3 years administration experience in the legal profession or related environment, with the ability to use initiative in working independently and as a member of a dynamic and integrated service team.
• There may be requirements for lifting and carrying of files, boxes, and materials.

• Solid knowledge of Law Society practices, procedures and protocols.

• Solid knowledge of professional and confidential office practice to support an executive position, and ability to readily adapt to new applications.

• Proficiency in word processing, spreadsheet and database applications, Internet and intranet, and other Law Society applications.

• Expressive and persuasive in both spoken and written language for individual and/or group situations

KEY ACCOUNTABILITIES

Client / Customer Service Delivery

• Communicates, coordinates, schedules, and interacts on behalf of the Director with all levels of Law Society staff, Senior Management Team, Members, Benchers, students and/or the public, including other external contacts, in support of the efficient and effective flow of administrative services for the department.

• Responds to general inquiries from other Law Society staff, members, and the public regarding CPD programs and activities.

• Handles booking and arrangements for hotelling office(s) in the CPD space and assists Managers and CPD Social Committee for social celebrations and milestone acknowledgements for the team, including CPD team and department meetings.

• Plans activities, solves problems, solicits information, and coordinates the exchange of information/materials on behalf of the Director. Maintains files in accordance with established protocols.

• Assists CPD Managers and Director with the efficient administration (contract management, tracking invoices, ensuring payment, purchase order preparation etc.) for various CPD suppliers, including Contract Counsel, vendors for marketing, production services, and program delivery and general office needs, as appropriate.

• The Administrator is to be cross-trained in some Customer Service Representative duties, and would provide additional back up assistance to this CPD team during peak seasons in the department.

Financial Responsibility

• Compiles statistics and reports of costs and expenditures to assist Director and CPD Managers in making business and strategy decisions for departmental operations.

• Ensures expenses are in compliance with departmental policies and procedures.

• Reconciles partnered/joint program expenses, prepares purchase orders, purchase requisitions, or other Finance-required processes, as needed.

• Assists Managers and other CPD staff with expense reports and invoices

• Coordinates services with vendors and suppliers, as needed.

• Maintains departmental office supplies, orders supplies as required, and ensures the efficient operation of all office equipment.

Team Membership

• Is a proactive member of the Professional Development and Competence team, working closely with other members to share information and ideas, provide assistance and contribute knowledge in order to ensure accuracy, timeliness and quality.
• Demonstrates flexibility and commitment to the team in order to maximize resources.
• Works closely with Finance Department, responding to process and procedure enquiries, engaging in problem solving, and continuously improving workflows and departmental effectiveness.
• Documents procedures, systems, and processes, and proactively shares information with the team, and other Law Society staff, in order to ensure the consistent implementation of best practices.
• Demonstrates flexibility and commitment to CPD group in order to support staff to meet requirements and deadlines.

Special Projects and Initiatives

• Actively participates in coordinating and/or ensuring the smooth flow of events and projects.
• Collaborates and liaises with other departments.
• May undertake special projects as assigned from time to time.

WORKING ARRANGEMENT

The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office. The specific application of this will be communicated to applicants contacted during the recruitment process.

OUR COMMITMENT

The Law Society of Ontario is an equal opportunity employer that is committed to diversity and inclusion. We welcome applications from persons representing the diversity of our community. We are committed to creating an accessible, barrier-free and inclusive workplace and are committed to continuing compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Please make any requirement you may have for accommodation during the recruitment process known when contacted.

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