Administrative Coordinator

Duties

Reporting to the Director, Montreal office, the successful candidate will provide administrative services and executive support to the Director and team members of the Small and medium sized banking group as well as to the whole of the Montreal office. Duties include, but are not limited to managing the Director’s schedule; compiling documents and conducting research to support the Director in preparing for meetings and presentations; arranging meetings and events, taking minutes, creating records of decision and ensuring follow up; preparing travel requests and making travel arrangements; monitoring and tracking budgets, contracts and subscriptions; coordinating approvals of documents and managing the flow of information; and coordinating human resource requirements.

Intent of the process

The intent of this selection process is to staff one (1) bilingual imperative CCC/CCC position on an indeterminate basis. A pool of qualified candidates may be established from this process to staff similar positions within the Office of the Superintendent of Financial Institutions in the National Capital Region.

Positions to be filled: 1

Information you must provide

Your résumé.

You must meet all essential qualifications in order to be appointed to the position. Other qualifications may be a deciding factor in choosing the person to be appointed. Some essential and other qualifications will be assessed through your application. It is your responsibility to provide appropriate examples that illustrate how you meet each qualification. Failing to do so could result in your application being rejected.

In order to be considered, your application must clearly explain how you meet the following (essential qualifications)

EDUCATION
- College diploma
- Successful completion of at least one course in administration

Degree equivalency

EXPERIENCE
- Significant* experience in providing administrative support services to a senior manager or director in the following areas: managing calendars, coordinating approvals and managing the flow and filing of documents, AND at least two of the following: compiling documents and conducting research to assist the senior manager or director to prepare for meetings and presentations; planning and coordinating meetings, including taking minutes, preparing records of decision and ensuring follow-up; drafting and proofreading documents such as memos and routine correspondence
- Experience in coordinating travel arrangements
- Experience in coordinating financial activities, such as monitoring budgets and tracking expenditures
- Experience using Microsoft Office suite (i.e. Outlook, Word, Excel, PowerPoint)
- Experience in coordinating multiple projects or activities

*“Significant” is understood to mean the depth and breadth of experience associated with the performance of the duties which would normally be acquired over a period of at least 3 years.

If you possess any of the following, your application must also clearly explain how you meet it (other qualifications)

ASSET EDUCATION
- University degree*

*The term "degree" refers to a baccalaureate or a higher level degree, as established by educational authorities.

Degree equivalency

ASSET EXPERIENCE
- Experience in using the Shared Travel Services (STS) system.
- Experience in using SAP
- Experience using Microsoft Visio
- Experience applying the provisions of the Financial Administration Act related to commitment and payment authorities
- Experience applying directives and guidelines related to travel and hospitality

The following will be applied / assessed at a later date (essential for the job)

Bilingual - Imperative (CCC/CCC)

Information on language requirements

Second Language Writing Skills Self-Assessment
In order to help you decide if you should apply to a bilingual position, an optional self-assessment of your writing skills in your second official language is available for you to take before completing your application.

For more information, please consult:
Unsupervised Internet Test of Second Language Writing Skills

COMPETENCIES
- Working as a team
- Professional Judgement
- Results orientation
- Service Orientation

ABILITIES
- Ability to communicate effectively orally
- Ability to communicate effectively in writing
- Ability to research and analyze data from various sources
- Ability to plan work and establish priorities to meet deadlines
- Ability to revise documents to ensure accuracy (attention to detail)

The following may be applied / assessed at a later date (may be needed for the job)

ORGANIZATIONAL NEEDS
- In order to meet the organization’s employment equity objectives in support of a diversified workforce, ‘right fit’ selection for this position may be made from among qualified candidates who self-declare as being Persons with a disability or Aboriginal peoples.

OPERATIONAL REQUIREMENTS
- Willingness and ability to work overtime on occasion.

Conditions of employment

Reliability Status security clearance

Other information

Reference checks will be sought.

An interview will be administered.

An exam may be administered.

Asset qualifications may be used at the screening stage. Please ensure to indicate if you meet the asset qualification (education and experience). A person may be appointed even though he/she does not meet any or all of the asset qualifications. However, it may be a deciding factor in choosing the person to be appointed.

The ability to communicate effectively in writing may be assessed using the candidate's application, as well as through a written exam.

Candidates invited to an interview will be required to bring proof of their education credentials, in the form of a diploma or official transcript (original documents only). Candidates with foreign credentials must provide proof of Canadian equivalency. Consult the Canadian Information Centre for International Credentials for further information at http://www.cicic.ca/.

Candidates must meet all of the essential qualifications to be appointed to a position. A candidate may be appointed to a position even though he/she does not meet any or all of the asset qualifications. However, meeting these criteria is desirable and may be a deciding factor in choosing the person to be appointed.

Depending on the requirements of the position(s) being staffed from this process, for current or future vacancies, any or all of the asset qualifications may be applied at any time during the staffing process, including screening. Candidates may be contacted and assessed against these criteria at any time during this process.

Achieving a representative workforce has been identified as an organizational need and may be applied in this appointment process. If this criterion is used, only those who have indicated that they are members of the specified designated group(s) will be considered.

A top down selection of candidates may be used in the determination of those to be given further consideration in the assessment process.

Persons are entitled to participate in the appointment process in the official language of their choice. Applicants are asked to indicate their preferred official language in their application.

For this selection process, our intention is to communicate with applicants by e-mail (including sending invitations for written tests and interviews). Applicants who apply to this selection process must include in their application a valid e-mail address and make sure this address is functional at all times and accepts messages from unknown users.

All job applications must be submitted through the www.canada.ca/government-jobs website. Do not fax, email or mail hard copy documents as these will not be accepted. To submit an application online, please click on the "apply now" button.

If you do not have Internet access in your home or through friends, relatives or neighbours, here are some suggested locations: campus career centers, libraries, community centers, Internet cafés and Services Canada. You may also call 1-800-O-Canada (1-800-622-6232), or TTY 1-800-926-9105, for information on the nearest public Internet access locations.

Persons with a disability preventing them from applying on-line are asked to contact 1-800-645-5605.

Applicants with disabilities: If you require special accommodation at any stage in the selection process, including technical aid to ensure an equitable assessment of your qualifications, please inform us by sending an e-mail to the following address: .

As a Separate Agency, the Office of the Superintendent of Financial Institutions (OSFI) appoints employees in accordance with the Public Service Employment Act. OSFI is named in Schedule V of the Financial Administration Act and it offers the same pension and benefits plans as the core Federal Public Service. In addition to this, OSFI employees obtain a minimum of 4 weeks of vacation leave per year, earn a competitive salary, and are eligible for an annual performance bonus.

The Public Service of Canada is committed to building a skilled, diverse workforce reflective of Canadian society. As a result, it promotes employment equity and encourages candidates to indicate voluntarily on their application if they are a woman, an Aboriginal person, a person with a disability or a member of a visible minority group.

The Public Service of Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity or testing, you should advise the Public Service Commission or the departmental official in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

Preference

Preference will be given to veterans and to Canadian citizens, in that order.

Information on the preference to veterans

We thank all those who apply. Only those selected for further consideration will be contacted.