Administrative Coordinator

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

EMPLOYMENT EQUITY: Achieving a representative and diverse workforce has been identified as an organizational need for OSFI and may be applied at any time during 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. As such, first consideration for an appointment may be given to candidates who self-declare as belonging to one of the four designated employment equity groups (Persons with a disability, Aboriginal people, Members of a Visible Minority, or Women).

In order to self-declare, please ensure to check off the appropriate box within the online application under the Employment Equity section. We encourage you to consult theses links to learn more about employment equity and self-declaration:

• https://www.canada.ca/en/public-service-commission/jobs/services/gc-jobs/employment-equity.html
• https://www.canada.ca/en/public-service-commission/jobs/services/gc-jobs/applying-government-canada-jobs-how-to-apply.html#EE

LOCATION: This position is located in Montréal, Québec. As a result of the global pandemic, OSFI employees are currently working from home. Should the current telework environment no longer apply, the successful candidate will be required to report to and work onsite from the Montreal office.

Duties

Reporting to the Small and medium sized banking group (SMSB) Managing Director (MD) responsible for the Montreal Office, the successful candidate will provide administrative services and executive support to the MD and team members of the SMSB group as well as to the whole of the Montreal office. Duties include, but are not limited to managing the MD’s schedule; compiling documents to support the MD 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; assisting the MD in the day-to-day operations of the Montreal Office; and coordinating human resource requirements.

Work environment

The Office of the Superintendent of Financial Institutions (OSFI) is an independent agency of the Government of Canada, established in 1987 to contribute to the safety and soundness of the Canadian financial system. OSFI supervises and regulates federally registered banks and insurers, trust and loan companies, as well as private pension plans subject to federal oversight.

What OSFI offers
OSFI is a separate agency that offers a competitive salary and eligibility for performance pay annually. People are the foundation of our organization. You will become part of a diverse community that acknowledges that everyone has varied experience and fosters an environment where communication and teamwork amplify our effectiveness.

Working at OSFI offers the following:

Mandate
The work you do at OSFI matters. Your efforts contribute to the safety and soundness of the financial sector. A strong financial sector promotes competition, and benefits all Canadians.

Learning & Development
Our organization understands that ongoing learning and development is critical and necessary, and must evolve with developments in the Financial Sector. Learning and Development is a key component of our Human Capital Strategy.

Community & Culture
We strive to create a working environment that allows employees to work to their fullest potential. We strive to promote employee wellbeing, including a focus on balancing work and personal needs. Subject to operational requirements, we offer opportunities for flexible working arrangements.

Benefits
As a Federal Government Agency, OSFI offers a number of competitive benefits to its employees, including a Defined Benefit Pension Plan, maternity and parental leave benefits, vacation (4 weeks), personal and family leave days.

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 Montreal region.

Positions to be filled: 1

Information you must provide

Your résumé.

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

ESSENTIAL EDUCATION
- Successful completion of post-secondary education.

Degree equivalency

ESSENTIAL EXPERIENCE
- Recent* and significant** experience in providing administrative support services to an executive*** in the following areas: managing an email inbox and calendar, organizing meetings, drafting meeting agendas, coordinating and managing the flow of information for approvals, proofreading documents such as briefing notes, memos and routine correspondence for quality assurance purposes and taking minutes and preparing records of decision.
- Experience in coordinating travel arrangements.
- Experience in coordinating financial activities, such as monitoring budgets and tracking expenditures.
- Experience in coordinating multiple projects or activities.
- Experience using Microsoft Office suite (i.e. Word, Excel, PowerPoint).

*Recent is defined as within the last 5 years.
**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.
***Executive is defined as Director level or equivalent level and above.

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

ASSET EDUCATION
- Successful completion of post-secondary education in office administration, or another specialty relevant to the position to be staffed.

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

ESSENTIAL KNOWLEDGE
- Knowledge of the methods, techniques and practices related to the delivery of general administrative support services.

ESSENTIAL COMPETENCIES
- Working as a team
- Professional Judgement
- Results Orientation
- Service Orientation
- Attention to detail

ESSENTIAL ABILITIES
- Ability to communicate effectively orally.
- Ability to communicate effectively in writing.
- Ability to plan work and establish priorities to meet deadlines.

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

ASSET KNOWLEDGE
- Knowledge of the provisions of the Financial Administration Act related to commitment and payment authorities.
- Knowledge of Government of Canada directives and guidelines related to travel and hospitality.

ORGANIZATIONAL NEEDS
- OSFI is committed to having a skilled and diverse workforce representative of the Canadian population. In order to meet our employment equity objectives, selection for this position may be made from among qualified candidates who self-declare as belonging to one of the following Employment Equity groups: Persons with a disability, Aboriginal people, Members of a Visible Minority, or Women. OSFI is committed to diversity and inclusion and we strongly encourage candidates to self-declare if they belong to one of these designated employment equity groups.

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

Conditions of employment

CONDITIONS OF EMPLOYMENT
- Security: Reliability status
- In our current telework environment, the ability to work remotely from home within Canada with access to Internet

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

In order for your application to be considered, you must submit a completed questionnaire. You will be required to demonstrate how you meet the education and experience criteria (essential and asset) for the initial screening, in answering online screening questions. 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 education and experience provided in the screening questions should be supported by your résumé. Failure to provide the above information in the format required may result in your application being rejected from the process.

A written examination may be administered.

An interview will be administered.

Reference checks may be sought.

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

Candidates invited to an interview will be required to provide proof of their education credentials, in the form of a diploma or official transcript.

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.

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 Government of Canada public service jobs website. Do not email, fax, 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 without Internet access may also review jobs open to the public through INFOTEL at 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: .

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.