Administrative Coordinator - Inventory

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.

Position location
OSFI believes in offering employees flexibility and in creating a workplace that is productive, engaging, collaborative, and inclusive, all the while being supportive of employees’ wellbeing. As such, OSFI is experimenting with a hybrid work model (a combination of telework and onsite work) that will shape how we use our physical workplace to establish new norms, ways of collaborating, and working together and will adjust its model based on lessons learned.

These positions are located in Ottawa and Toronto. However, the successful candidate may work from the Montreal Island (Québec), Toronto (Ontario), Vancouver (British Columbia), or Ottawa (Ontario) office.

Due to the nature of the work and operational requirements, this position requires physical presence (in-office work) from one of the following OSFI offices across Canada Montreal Island (Québec), Toronto (Ontario), Vancouver (British Columbia), or Ottawa (Ontario).

The option of teleworking is available on a part-time basis in accordance with OSFI’s Guidelines on Telework. Teleworking arrangements are determined on a case-by-case basis depending on the nature of the work required by the position, the operational and business needs, as well as the candidate’s work preferences.

EMPLOYMENT EQUITY:
OSFI is committed to achieving a representative workforce that reflects the diversity of the Canadian population. We are dedicated to building and promoting a diverse, equitable and inclusive workforce, representative of all Canadians regardless of race, ethnicity, colour, religion, sex, age, disability, sexual orientation, gender identity or expression, socio-economic background or lived experience. By embracing diversity and inclusion, our department ensures broader discussions, better decisions, and a more positive workplace.

We invite you to be part of the change by joining an organization where individual differences are recognized, valued and respected. We welcome all candidates to apply and strongly encourage candidates to self-declare if they belong to an Employment Equity designated group: Aboriginal* Peoples, Persons with Disabilities, Women or Visible Minorities (Black people and other racialized groups).

*The term “Aboriginal” is used within this job advertisement as it relates to the Employment Equity Act and other legislative frameworks. The term “Indigenous” is used where possible, in alignment with the United Nations Declaration on the Rights of Indigenous Peoples.

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 or more 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

Duties

As an administrative coordinator, you will assist the division in a variety of initiatives that may include:
• Maintains Directors’ calendar and manages emails, including tracking open actions, coordinates and schedules travel arrangements, and processing claims for the Divisions.
• Coordinates and participates in regular divisional meetings, prepares agendas and meeting minutes, reports and follows up on action items.
• Drafts, formats, edits and proofreads a wide variety of documents, reports, presentations, memoranda and correspondence.
• Acts as point of contact for other OSFI divisions and contracted external vendors.
• Maintains and tracks electronic and physical records.
• Gathers, collates, monitors, and maintains various data sets related to the division.

Work environment

Our Role:
OSFI is an independent federal government agency that regulates and supervises more than 400 federally regulated financial institutions and 1,200 pension plans to determine whether they are in sound financial condition. In fulfilling its mandate, OSFI supports the government's objective of contributing to public confidence in the Canadian financial system.
Learn more about us 👉 https://youtu.be/QO_3vnPKuZI

Our People and Culture:
People are the foundation of our organization. You will become part of a diverse community that acknowledges everyone has varied experience and fosters an environment where communication and teamwork amplify our effectiveness. We have several networks dedicated to ensuring that the department continues to grow as an inclusive, accessible, respectful and diverse workplace. All employees are encouraged and welcome to join the following networks and participate in their activities and events.
• Diversity of Thought
• Family Responsibilities
• Gender
• 2SLGBTQIA+
• Mental Health and Accessibility
• Multiculturalism (Affinity Groups: Indigenous, Asian, Black)
• Unconscious Bias
Hear about our people 👉 https://youtu.be/diUspmpYWQI

Our Rewards:
💵 Compensation: OSFI offers a competitive salary, and employees may be eligible for in-range increases and economic adjustments. Salaries are based on qualifications, experience and knowledge. The Public Service Pension Plan is a defined benefit pension plan (indexed for inflation), where both the employer and the employee contribute.

💰 Performance Pay: OSFI employees are eligible for an annual bonus based on their performance throughout the year.

✈️ Vacation and Leave: OSFI employees start with 4 weeks of paid vacation, 2 personal days and 5 days of Family Related Leave with Pay among other various types of paid and unpaid leave.

💻 Flexible Work Arrangements: OSFI offers flexible work arrangements by providing support for compressed work week schedules, flexible work hours and teleworking, in order for employees to achieve their work objectives while achieving balance between work and homelife.

📖 Learning and Development: OSFI offers career advancement opportunities and encourages innovative thinking in its work environment. Employees may be reimbursed for relevant professional association membership fees.

Intent of the process

This inventory is being run to staff immediate and anticipatory vacancies in the Office of the Superintendent of Financial Institutions.
Applicants included in the inventory may be randomly pulled for review based on screening criteria. Management can decide to access applications at any point, so please ensure you submit your application as soon as possible.

A pool of qualified or partially qualified candidates may be created to staff similar or identical positions with various linguistic profiles and requirements, security requirements and/or various tenures within the Office of the Superintendent of Financial Institutions (OSFI), which may vary according to the position being staffed.

Positions to be filled: 3

Information you must provide

Your résumé.

A covering letter "You must provide a cover letter when submitting your application. In the cover letter, you must answer the question that will be used to assess the following criteria: - Critical Thinking - Ability to communicate effectively in writing. Failure to answer this question will be construed as a withdrawal from the process. Question: You are the Administrative Coordinator supporting the Managing Director, Finance. You have been asked to draft an email that will be sent to all employees of the Finance Division. The email must not exceed 400 words. The correspondence must contain details on an upcoming division all staff meeting and the introduction of a new staff member. Feel free to embrace your creative spirit to fill in the details surrounding the all staff meeting and introduction of the new staff member."

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

ESSENTIAL EDUCATION
• A secondary school diploma or an acceptable combination of education, training and/or experience.

Degree equivalency

ESSENTIAL EXPERIENCE
• Experience* in providing administrative support services**.
**Administrative support services such as but not limited to: managing calendars/emails; writing agendas and minutes for meetings; scheduling and organizing meetings; making travel and hospitality arrangements/claims; ensuring the distribution, control and filing of documents/correspondence; and other related duties using the following Microsoft Office Suite applications: Outlook, Word, Excel, and PowerPoint.

*Experience is understood to mean the depth and breadth of experience normally associated with having performed a broad range of related activities for a period of one (1) year within the last three (3) years.
The amount of complexity and the diversity of tasks, as well as the autonomy level will be taken into consideration.

ESSENTIAL COMPETENCIES
• Critical Thinking

ESSENTIAL ABILITIES
• Ability to communicate effectively in writing.

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

ASSET EDUCATION
• A post-secondary diploma/certificate in office administration or in another specialty relevant to the position to be staffed.

Degree equivalency

ASSET EXPERIENCE
• Experience in executing financial activities for a division such as monitoring expenditures and budget tracking.
• Experience organizing travel arrangements and processing travel claims.
• Experience in providing administrative support services in an executive office (Director level and above).
• Experience using the SAP financial management system.
• Experience coordinating multiple projects or activities.
• Experience in supporting procurement processes and tracking contracts.
• Experience in using an electronic documents and records management system such as but not limited to GCDOCS, SharePoint, etc.

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

Various language requirements
• Bilingual - Imperative (BBB/BBB)
• Bilingual - Imperative (CBC/CBC)
• English Essential

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

ESSENTIAL COMPETENCIES
• Interpersonal Communication
• Critical Thinking
• Collaboration
• Results Orientation

ESSENTIAL ABILITIES
• Ability to communicate effectively in writing.
• Ability to communicate effectively verbally.
• Ability to plan work and establish priorities to meet deadlines.
• Ability to pay attention to detail.

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

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

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

For external processes (as indicated by the abbreviation “EA” in the selection process number), only those selected for further consideration will be contacted.

OSFI is a separate agency with its own classification and compensation system. OSFI's staffing is subject to the Public Service Employment Act (PSEA).

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

Assessments (such as written exams, interviews and reference checks) may be conducted virtually through email, telephone and/or videoconference.

Candidates must meet all of the essential qualifications to be appointed; however, one or more asset criteria may be invoked at any stage of the process.

Depending on the number of applicants, volume management strategies such as random selection, top-down approach and/or establishing cut-off scores to determine who will continue in the staffing process, may be used for the purpose of managing applications. Please note that although you may attain the established pass mark on any of the assessments used in this staffing process, management may decide to use a higher cut off score.

Eligible candidates may be considered and offered a deployment or interchange before considering other applicants.

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.

Email correspondence will be used as the main method of communication with candidates for this selection process, please ensure it accepts messages from unknown users. Please note that you need to provide valid and updated contact information.

All job applications must be submitted through the Government of Canada public service jobs website. Do not email or mail hard copy documents as these will not be accepted. To submit an application online, please click on the "apply now" button. Persons without Internet access may also review jobs open to the public through INFOTEL at 1-800-645-5605.

If you have a limitation that may impact your performance at any step of the assessment process (such as submitting the application, written test, or an interview), you may request an accommodation. Assessment accommodations are designed to remove barriers, and to ensure that candidates with limitations can fully demonstrate their abilities. Should you wish to be accommodated, please inform us by sending an e-mail to the following address: . All information received in relation to accommodation will be kept confidential.

Preference

Preference will be given to veterans first and then to Canadian citizens and permanent residents, 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.