Project Administrative Secretary
City : Toronto
Category : Project Controls - Major Projects
Industry : Public Transportation
Employer : Toronto Transit Commission (TTC)
JOB INFORMATION
Requisition ID: 9294
Number of Vacancies: View on TTC website
Department: Project Management Office (20000008) - Project Controls - Major Projects (30000569)
Salary Information: View on TTC website - View on TTC website
Pay Scale Group: 6SA
Employment Type: View on TTC website
Weekly Hours: View on TTC website, Off Days: View on TTC website Shift: View on TTC website
Posted On: April 30, 2024
Last Day to Apply: May 7, 2024
Reports to: View on TTC website
The Toronto Transit Commission (TTC) is North America's third largest transit system and has been recognized as one of the top places to work in the GTA. Guided by a forward-thinking strategic plan, the TTC's vision is to be a transit system that makes Toronto proud. The TTC's recruitment efforts are directly aligned to its mission of providing "a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy."
Career Opportunity
We have an opportunity in our Project Management Office Department for a Project Administrator role and who is capable of producing high volume quality work and has the ability to handle serval responsibilities at one time.
What You Will Do
You will provide direct administrative support to the Director of Project Controls and Risk, including proactive calendar management and assist in the preparation of documents, minutes of meetings, presentations, and reports, ensuring accuracy and quality of work.
The incumbent will liaise with other colleagues/support staff concerning routine administrative matters as well as other departments, and external parties under the direction of department staff.
Compile and process information, verifying correctness, accuracy and consistency of information following established procedures and within timelines.
As the Project Administrative Secretary, you will monitor and track information/records, following up, and updating as required. Coordinate logistics of team meetings and interviews, prepare onboarding documentation for new employees and follow up other departments. You will also ensure that office space, equipment and supplies are up to required standards. Prepare and maintain complete and current project files. Retrieve and compile correspondence and/or data relating to specific projects/issues for use by the Director of Project Controls and Risk or the department.
You will act as a recording secretary for Project related meetings, as required and record, profile and sort incoming/external correspondence, submittals and faxes using document control system. As well as maintain a follow-up and action system for issues requiring responses to letters/memos and other requests by staff.
You will demonstrate behaviours that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. Helps to remove barriers and accommodate employees and customers (within their area of responsibility) in accordance with TTC’s commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC’s policies.
As the incumbent will be required to participate in the TTC Customer Service Ambassador Program.
What Qualifications Do You Bring?
- Completion of a post-secondary college diploma or university degree in a related discipline or combination of education, training and experience deemed to be equivalent.
- Experience acquired in a project management environment involving large construction projects is an asset
- Strong follow-up skills to ensure timely completion of tasks
- Understand and apply administrative policies, processes, and procedures
- Proactive approach to resolving issues, including scheduling conflicts.
- Adaptable to changing priorities
- Strong organizational and problem solving skills
- Proficient in the use of current computer software packages applicable to work performed, including word processing, spreadsheets, graphic presentations, databases, etc (i.e. Microsoft Office, SharePoint).
- Must be capable of producing high volume, quality work, meeting required deadlines and have the ability to handle several responsibilities, under minimal supervision, in a dynamic demanding environment.
- Track critical project documents through approval stages and set up and maintain files using the designated document control system.
- Demonstrated ability to work in a team environment, under minimal supervision.
- Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees.
What Skills Do You Bring?
What We Offer
- A defined pension plan
- A comprehensive benefits package that covers health, dental, vision and more
- Support for professional development opportunities through a broad range of learning programs that include in-person and online training, and leadership development
- A flexible, hybrid work environment
- Commitment to creating a diverse, equitable and inclusive culture that promotes a sense of belonging and represents and reflects the needs of the communities we serve.
Commitment to EDI
The TTC is committed to upholding the values of equity, diversity, anti-racism and inclusion in the delivery of its services and in its workplaces. The TTC is committed to fostering a diverse workforce that is representative of the communities it serves at all levels of the organization, and supports an inclusive environment where diverse employee and community perspectives and experiences bring value to the organization. The TTC encourages applications from all applicants, including members of groups with historical and/or current barriers to equity, including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the LGBTQIA+ community. The TTC values and supports an inclusive and barrier-free recruitment and selection process. Accommodations for applicants are available upon request throughout the recruitment and selection process, including for those who identify as having a disability. Please contact Talent Management at (416) 393-4570. Any information received related to an accommodation will be addressed confidentially.
The TTC’s policy prohibits relatives of current TTC employees from being hired, assigned, transferred or promoted into positions, where there is a conflict of interest due to a relationship. Should you be selected for an interview, you will be required to disclose the name, relationship and position of any relative who is a current TTC employee.
We thank all applicants for their interest but advise only those selected for an interview will be contacted.