Job Profile:
The successful applicant will be responsible and accountable for the day-to-day administrative operations of the IUOE Local 793 & OETIO Oro Medonte Campus, working to support the Instructors and under the overarching direction of the Director of Training & Apprenticeship.
Job Responsibilities / Duties:
1. To provide administrative training support to members and students/apprentices by:
- Greeting and welcoming students and visitors as soon as they arrive at the OETIO OroMedonte campus;
- Providing general information regarding routine training inquiries, both in-person and viaphone and email, and referring non-routine, sensitive and/or complex requests for informationand inquiries or complaints to the appropriate manager;
- Maintaining a waiting list of training class seats based on enrollment requests;
- Ensuring that all members are in good standing prior to enrolling them into any class andflagging any issues to the appropriate area business representative;
- Assisting students with the enrollment process and paperwork when class seats becomeavailable and reminding students of their confirmed class schedules once enrolled;
- Sending each student a welcome package confirming their enrollment information;
- Pre-preparing all course materials and student supplies for each class and apprenticeship leveland providing said materials to assigned instructors for distribution to enrolled students upontheir arrival to campus;
- Collecting payment from students on the first day of school and submitting to the accountingdepartment for processing;
- Receiving student information packages on the first day of school, reviewing each package forcompleteness, and ensuring student information is up-to-date in the database;
- Notifying appropriate regulatory bodies of student enrollment and status and ensuring all required paperwork is completed by the student (e.g. MLTSD/STO Registered Training Agreements, STO Applications, Employment Ontario, etc.).
2. To provide administrative support to the Instructors, Training Supervisor, and the Director of Training & Apprenticeship by:
- Assisting in the scheduling of all classes and general calendar administration as required;
- Assisting in arranging travel and accommodations as required to facilitate course attendance;
- Creating classes in the STARS system and ensuring students are enrolled in the appropriate class in the system;
- Creating and maintaining various reports for each class and student, including funding reports, rooming allowance reports, class notice reports (seat purpose plans);
- Ensuring each student is properly enrolled and registered with the regulatory body;
- Assisting in the preparation of all course delivery instructor materials for each level of apprenticeship and providing instructors with appropriate class enrollment lists and information;
- Tracking student attendance based on instructor logs to ensure attendance requirements are met in compliance with regulatory bodies and flagging any absenteeism issues to management;
- Assisting in the preparation and distribution of course certificates of completion for each class;
- Confirming all passing students to the MLTSD, STO, etc.;
- Receiving completed CAD information for each completed class and entering student data into the database;
- Entering and tracking all student hours into the system and producing regular reports for management to assist in determining training level progressions;
- Assisting in pre-organizing weekday and weekend courses for the Oro Medonte campus and area offices, including booking rooms and preparing course bins complete with all required supplies and materials;
- Collecting and filing all necessary enrollment documentation required from contractors, including all Letters of Experience;
- Assisting in scheduling all demonstration of skills test dates and submitting results and billing to accounting and Skilled Trades Ontario;
- Preparing attendance sheets for each class and information session based on registration;
- Preparing and sending correspondence (e.g. completion letters, etc.) as directed for signoff by the Director of Training & Apprenticeship;
- Processing all apprenticeship completions as authorized.
3. To ensure the efficient operation of the OETIO Oakville Campus by:
- Maintaining office security by following safety procedures and controlling access via the OETIO office reception desk (ensuring use of visitor logbook);
- Ensuring front office area is tidy and presentable, with all necessary materials (e.g. school brochures, course calendars, management business cards, etc.);
- Monitoring the inventory of office supplies for the campus and ensuring replenishment as needed;
- Maintaining updated records of office expenses and invoices as approved by the Director of Training & Apprenticeship and submitting associated documentation to the accounting department for review and processing;
- Receiving, opening and distributing incoming mail to the appropriate parties in a timely manner and maintaining a digital log of all incoming and outgoing mail;
- Actively maintaining a well-organized digital filing system for each course/level and each student in accordance with the established file structure requirements;
- Preparing a daily meal schedule for campus lunches based on student enrollment and attendance and ordering said lunches based on the pre-approved schedule;
- Scheduling courses delivered through external vendors (e.g., First Aid) and updating member records once confirmation of successful completion is received for each student;
- Organizing and distributing student cheques by class and collecting all student receipts and backup as required.
4. To perform other general administrative duties required to support OETIO operations including:
- Preparing outgoing mail and contacting Purolator to schedule pickup;
- Ordering coffee and water supplies for the office and campus students;
- Maintaining and replenishing an inventory of all course books and materials needed for students and instructors (including curriculum and supplementary resources);
- Monitoring general email inboxes, responding to basic inquiries, and forwarding all other inquiries to the appropriate party.
5. Other duties, when required, as may be assigned by the Business Manager, Assistant Business Manager, Executive Director, Training Supervisor, Director of Training & Apprenticeship and/or the Human Resources Department.
Job Requirements:
- A college diploma or university degree related to office administration or similar, or proven experiencein a similar role involving training program administrative support;
- Knowledge of the construction industry and equipment as it relates to our environment;
- Knowledge of the various apprenticeship training/licensing requirements as defined by industry regulatory bodies (e.g., MLTSD, STO, etc.);
- Knowledge and interpretation of Collective Agreements and Employment Insurance Legislation, etc.;
- Demonstrated ability to meet performance metrics in a member/client satisfaction context;
- Proven ability to meet deadlines in a high-volume work environment;
- Above average computer skills including proficiency in the use of Microsoft Office applications, especially Microsoft Excel;
- Must be self-motivated, detail-oriented and highly organized;
- Protection of information and maintaining confidentiality is paramount;
- Must demonstrate a high standard of professional conduct, ethics, and reliability;
- Commitment to diversity, equity, and inclusion and a proven ability to operate successfully in a multi-cultural environment with persons of all backgrounds;
- Excellent written, oral and interpersonal skills are required;
- Initiative to solve problems and able to work effectively under strict deadlines;
- Capable of organizing job responsibilities and prioritizing assignments;
- Ability to work both independently, with minimal supervision, and as a team player;
- Copes successfully with on-the-job demands and maintains personal composure in stressful situations;
- Bilingual in English and French would be considered a strong asset;
- A vehicle is required for this position.
Work Conditions
- This is an in-office role only;
- Manual dexterity required to operate computer and peripherals;
- Overtime as required.
If you are qualified and interested in this position, please submit your resume via email to the attention of Human Resources.
Our organization welcomes applications from persons with disabilities and, in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), accommodations are available on request for those who require disability supports while taking part in all aspects of the selection process.
Pay: $1,420.39 per week
Benefits:
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Work Location: In person
