Program Operations Assistant

Important messages

We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please use the Contact information below to request specialized accommodation. All information received in relation to accommodation will be kept confidential.

Assessment accommodation

When you apply to this selection process, you are not applying for a specific job, but to an inventory for future vacancies. As positions become available, applicants who meet the qualifications may be contacted for further assessment.

Please note when submitting an application to this selection process, you will be required to answer questions concerning essential education and experience qualifications and, if applicable, other (non-essential) qualifications.

It is NOT sufficient to only state that the qualifications are met or to provide a listing of current or past responsibilities. Rather you must clearly demonstrate HOW, WHEN, and WHERE the qualification was met through substantiation by examples. Information on your described skills, experience, etc. provided in the screening questions should be supported by your resume. Failure to provide the above information in the format required may result in your application being rejected from the process.

Candidates may not be solicited for incomplete or possible missing information. Resumes may be used as a secondary source to validate the experience and education described in the screening questions.

Volume management tools may be utilized by the hiring manager at any time during the process, and may be factor(s) used to identify a candidate for an appointment.

This submission may be used to assess your ability to communicate effectively in writing.

An interview, written exam, and/or reference checks may be administered.

It is the responsibility of the candidate to notify the department’s contact of any pre approved leave throughout the duration of the process in order to facilitate scheduling of evaluations. One (1) alternate date will be possible only if requested for the following reasons: 1) Medical reasons with doctor’s certificate 2) Death in your immediate family 3) Confirmation of authorized travel plans or training plans that were made before the advertisement posting date 4) Religious reasons or another reason that is considered reasonable by the assessment committee.

Intent of the process

Create an inventory which can be used to staff other identical or similar positions and various tenures and languages.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

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

Education:
A secondary school diploma, or an acceptable combination of education, training and/or experience.

The acceptable combination is defined as the breadth and depth of experience which would normally be acquired with two (2) years of work experience in providing administrative support to a team, manager or executive.

Degree equivalency

Experience:
Experience in preparing documents (such as: correspondence, agendas, meeting materials and/or records of decision) and reports.
Experience in supporting program-related communications (internal/external), or supporting the provision of functional direction (ex. updating business processes,responding to non-complex/routine inquiries, Coordinating and tracking issues,etc.) or supporting program/performance measurement, analysis and reporting.
Experience in monitoring, tracking and reporting on activities and using follow-up systems.
Experience in using PowerPoint, Word, and Excel.
Experience in providing and coordinating administrative activities in an office including: scheduling meetings, coordinating related logistics and managing a filing system.

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

Various language requirements
English Essential
Bilingual - Imperative BBB/BBB, CBC/CBC, CCC/CCC

Information on language requirements

Abilities:
Ability to communicate effectively orally.
Ability to communicate effectively in writing.
Ability to plan, prioritize and manage work effectively to meet deadlines under pressure with conflicting demands.

Personal Suitabilities:
Judgement
Effective interpersonal relationships
Initiative
Dependability

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

Graduation with a degree/diploma from a recognized post-secondary institution

Degree equivalency

Experience as a member of the Canadian Armed Forces, or working in conjunction with the Canadian Armed Forces or National Defence.
Experience preparing staffing documentation
Experience in making travel arrangements, preparing and processing travel claims
Experience in making requests for services.
Experience working in the office of a Senior Executive
Experience using a correspondence tracking system
Knowledge of basic project management principles and concepts.

Operational Requirements:
Willingness and ability to work overtime with short notice.
Some positions may be required to carry a BlackBerry/iPhone.
Some positions may require the ability to work a pre-determined work schedule.

Conditions of employment

Conditions of Employment:
Secret or Reliability Security clearance

Organizational Needs:
In support of achieving a diversified workforce, consideration may be given to qualified candidates self-identifying as belonging to one of the following Employment Equity groups: Aboriginal peoples, Persons with a disability, Visible Minorities, Women.

Other information

The Public Service of Canada is committed to building a skilled and diverse workforce that reflects the Canadians we serve. We promote employment equity and encourage you to indicate if you belong to one of the designated groups when you apply.

Information on employment equity

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.

It is the candidate’s responsibility to inform the department’s contact involved in this selection process of any change of contact information during the selection process and during the validity period of the inventory. Candidates must provide a valid email address as communication for this process will be conducted by email. It is the responsibility of the candidate to ensure accurate contact information is provided and updated as required. Candidates who apply to this selection process should include an email address that accepts email from unknown users (some email systems block these types of email).

Candidates will be asked to provide proof of education and proof of citizenship at a later date.

For non-public servants: Note that any travel associated with your participation in the assessment or this staffing process is your own responsibility. Also, note that those who are offered a position and require relocation are subject to The Initial Appointees Integrated Relocation Program. Please see the details at http://www.tbssct.gc.ca/psm-fpfm/pay-remuneration/travel-deplacements/iairp-prinefpeng.asp .

Persons are entitled to participate in the appointment process in the official language of their choice.

PLEASE NOTE: All information must be provided through the “apply online” application process using Jobs.gc.ca login. Do not fax, mail, email or drop-off a hard copy application as these will not be accepted. To apply in an alternate format due to disability, you must contact the email address indicated in the "Contact information" section below.

Preference

Preference will be given to veterans and to Canadian citizens, in that order, with the exception of a job located in Nunavut, where Nunavut Inuit will be appointed first.

Information on the preference to veterans

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