Association of Canadian Occupational Therapy Regulatory Organizations Looking for Administrative Assistant at Greater Toronto Area, ON Full Time

Position: Administrative Assistant

Company: Association of Canadian Occupational Therapy Regulatory Organizations

Type: Full Time – 7.5 hours daily

Location: Hybrid – 2 – 3 Days in the office – 20 Bay Street

Imagine a job where you can use your exceptional interpersonal skills to ensure that internationally educated occupational therapists are properly registered and able to practice their important profession.

Imagine a job where you can use your computer skills to ensure and manage the accuracy of information.

Imagine a job where you can bring all this together to help serve the public!

Add a great collaborative team, excellent work life balance, and you’ve imagined a job at the Association of Canadian Occupational Therapy Regulatory Organizations (ACOTRO)

About the Association:

The number ONE job for the Association is to ensure the public receives safe, effective, ethical care from all occupational therapists (OTs) across Canada. They work with the public, OTs, government agencies, and the greater health community to ensure quality regulation is provided.

The administrative assistant position is within ACOTRO’s SEAS program. Their mission is to ensure that the education and competencies of internationally educated occupational therapists are similar to Canadian graduates.

The Culture:

The Association has a culture of respect and caring and wants employees who will thrive in supportive and friendly environment.

You will succeed at the Association if you are:

An Excellent Communicator – you will be communicating with occupational therapy professionals around the world, the public and your co-workers as well as committee and board members. Your verbal style must be confident, reassuring, positive, and clear

Organized – you are self-motivated and manage your time well.As one of the key “go to” people for the organization you must be able to organize and reorganize your day to meet often conflicting priorities and deadlines

Detail Orientated – you have fast and accurate typing skills, and you can proof your own work

Flexible – this is a position where you will be wearing many hats from liaising with the public to producing case files and supporting financial activities. You must be flexible in accomplishing differing tasks

The Position:

As a first point of contact, the Administrative Assistant assists applicants and occupational therapists and sets the tone for their interaction with the Association. This position reports to the SEAS Manager and you will be working within a dynamic two-person team, and with other supporting professionals and committees. You must feel comfortable working in a small well-functioning environment. You also must take on all administrative, registration and case management responsibilities. Your exceptional customer service skills will be critical in ensuring the public interests are being protected.

The starting annual salary range for this position is $51, 597.00

What you will be responsible for:

• Monitors all inbound mail, emails, and phone calls – responds to all inquiries, actioning, or redirecting as appropriate
• Completes registration process with new applicants
• Processes payments for all applicant fees
• Sends, receives, and reviews all documentation for SEAS applications, ensuring key details are accurate and complete, and documents are stored in line with relevant policies
• Facilitates communication between applicants, stakeholders, and SEAS staff/contractors – recording and advising appropriate individuals regarding the determined outcomes
• Compiles and maintains SEAS office and applicant files – electronic and hard copy, while following procedures to ensure privacy and confidentiality of applicant information; ensures files are complete and up to date
• Monitors applicants’ progression through SEAS program to ensure objectives and standards are met
• Schedules and coordinates applicant assessments; sourcing venues when appropriate
• Prepares documentation and files for applicants and assessors
• Maintains assessment calendar and database
• Supports the SEAS Manager:
• Provides support to the SEAS manager, and communicates priorities with respect to meeting requests, urgent matters, competing deadlines, correspondence, and report preparation
• Plans, organizes, and coordinates office activities to ensure efficiency and compliance to standards and policies

• Plans and coordinates events and activities such as workshops
• Participates in and/or coordinates projects for ACOTRO and SEAS
• Responds independently to inquiries from applicants, the public, stakeholders, and consultants/suppliers, applying knowledge of policies, procedures, and standards, via phone, email, teleconference, or webinars
• Collects, verifies, and inputs data into spreadsheets and databases; prepare reports with analysis of data
• Updates and maintains SEAS information and content on ACOTRO website

Financial Management

• Supports bookkeeper and treasurer with financial/accounting matters
• Supports annual ACOTRO financial audit
• Maintains and manages inventory of office supplies and equipment (e.g. – laptops)
• Board and Committee Support
• Schedules and coordinates meetings, including room bookings; coordinates meetings via webinar, in person, and/or teleconference
• Creates action lists from meetings
• Prepares and distributes agendas and meeting materials/documents.
• Supports SEAS manager with preparation of applicant final determination reports
• Conducts routine communication with board/committee members

What makes you the ideal candidate?

• Knowledge and ability to work within a legislative framework
• 3 Years of Administrative Assistant experience preferably in a small office team

• Proficient in Microsoft Office (Word, PowerPoint, Excel, Outlook), VISIO, as well as MAC and Windows operating systems
• First point of contact for all technology issues. Responsible for resolving and re-directing technology issues as required
• Proficient in using Webinar platforms, and communication platforms
• Exceptional data entry skills with demonstrated speed and accuracy
• Ability to quickly and accurately proofread documents
• Ability to multi-task and change priorities while still achieving thoroughness and accuracy
• Excellent communication skills
• Ability to set priorities and organize work effectively to meet deadlines
• Proactive approach to work and independent problem-solving skills
• Experience with managing financial accounts, office management and administration
• Experience with customer service, corporate communications, scheduling, and event planning
• Strong research and analytical skills with experience preparing reports of findings spreadsheets, graphs
• Self-motivated, and competent in prioritizing and working independently; identifying activities needing completion, managing time well and committed to working cooperatively in a small team environment
• Must be able to take and follow direction and at the same time take initiative to be successful in the role
• Good judgement, initiative, and discretion in dealing with sensitive issues
• Creative with excellent problem-solving skills

Required education and experience:

• College diploma in business, health, library sciences or a related field
• Minimum three years’ experience in an administrative support position.

Preferred education and experience:

• Experience working for a not for profit, regulatory or health care environment
• Previous experience supporting Boards and/or committees.
• Knowledge of health care system is an asset
• Fluency in French

Equity, Diversity, and Inclusion at the Association:

ACOTRO is committed to building, maintaining, and fostering an equitable, diverse, and inclusive workplace. We encourage those from equity-deserving groups to apply to our open positions, and endeavor to welcome and value the unique perspectives and experiences all new people bring to our organization.

We look forward to hearing from you!

Job Type: Full-time

Salary: From $51,597.00 per year

Benefits:

• Casual dress

Schedule:

• Day shift

COVID-19 considerations:
All Covid19 Precautions are being taken

Ability to commute/relocate:

• Greater Toronto Area, ON: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (required)

Experience:

• Microsoft Office: 3 years (required)
• Administrative experience: 3 years (required)
• Project management: 3 years (preferred)