Manager, Office of the GM and Board Corporate Administration

Manager, Office of the GM and Board Corporate Administration

Part Time / Full Time

Manager, Office of the GM and Board Corporate Administration

Niagara Transit Commission is an equal opportunity employer committed to inclusive, barrier-free recruitment, selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the hiring process. Please advise the Commission to ensure your accessibility needs will be accommodated throughout the process.

Department: Administration/ Corporate

Status – Type of Vacancy: Full-Time Permanent

Job Summary

Reporting to the General Manager (GM), the Manager Office of the GM & Board Corporate Administrationis responsible for delivering exemplary administrative skills, personifying diplomacy and excellence in internal and external customer service. These skills will be relied upon to bring quality administration to the GM’s office and to the Board and will include corporate initiatives. Additionally, this Manager will function as the Commission’s liaison, entailing coordination and management of all administrative aspects of the Commission’s operation including procedural and legislative matters with the Regional Municipality of Niagara.

Education

· Diploma or Degree in Business Management/Administration or Public Administration.

· An equivalent combination of education, experience and qualifications may be considered.

· Combined with a minimum 5 years of experience within a Municipal/Regional transit operation is essential and should include direct experience in the following areas: knowledge and application of public or governmental structures, MFIPPA and sound governance procedures.

· Familiarity with eScribe an asset.

· Ability to work in a fast-paced environment with competing priorities, meeting multiple deadlines with tight timelines.

Knowledge

· Minimum of 5 years’ experience in computerized office environment at a senior administrative level.

· Proficient computer skills using a variety of Microsoft Suite of software applications, including spreadsheets, word processing and database systems, particularly Word, Excel, Teams, Outlook and PowerPoint.

· Demonstrated ability in any of the following: visual design and user experience; scripting; data-modelling; group facilitation and training is preferred.

· Demonstrated leadership and team management skills within a public organization and the ability to affect the required results

· Drives a culture of continuous improvement, organizational effectiveness and the alignment and achievement of strategic objectives.

· Demonstrated trouble-shooting capabilities combined with the ability to grasp and understand varying perspectives to generate resolutions

· Knowledge of project/program management methodologies, techniques, applications and best practices.

· Knowledge and understanding of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and how these apply to the collection, storage, use and retention of data

· Well-developed skills in taking comprehensive notes, preparing detailed and accurate correspondence, and preparing presentations.

· Proficient record keeping and corporate document retention skills. 

· Demonstrated ability to grasp, understand and support senior leadership in varying administrative needs with short timelines.

· Exceptional attention to detail with excellent time management skills and a proven ability to multitask and manage competing priorities.

· Excellent written and verbal communication skills, with strong editing and proofreading abilities

· Highly organized and reliable professional who can work productively independently.

· Demonstrated tact, diplomacy and creativity and problem-solving capabilities.

· Ability to use sound judgment and always maintain discretion and confidentiality.

· Strong interpersonal and problem resolution skills

· Ability to effectively deal with internal & external contacts in a professional and courteous manner.

· Knowledge of applicable legislation (e.g. Accessibility for Ontarians with Disabilities Act.)

Responsibilities

· Managing the office of the GM including communicating with internal and external stake holders

· Providing support to the Commission Chair and acting as the main contact for all Commission members

· Preparing and coordinating correspondence on behalf of the GM and Commission Chair

· Identifying and coordinating issue management opportunities for communications from the GM or the Board

· Working with corporate Communication to ensure preparation of speaking notes and other communications.

· Commission and corporate event planning and coordination, including staff or vendors.

· Under the Direction of the GM, liaising with the Commission and NTC staff on Board-related matters including media, Commission members Etc.

· Serving as primary contact for Federal, Provincial, Municipal members of parliament and staff and managing inquiries/issues as appropriate.

· Planning and launching corporate initiatives and programs.

· Supporting all Commission and sub- committee meeting (including agenda and minutes review)

· Provide support and guidance on policy and procedural matters.

· Implementing change management strategies to ensure effectiveness and conformity with legislative changes and organizational development.

· Administering related governance bylaws to ensure consistency with legislative and or regulatory amendments.

· Ensuring best practices are implemented internally in adherence to the administration of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)

· Acting as a designate signatory for all correspondence related to FOI as required.

· Administering record retention and management policies and practices in collaboration with the Niagara Region’s Clerks department.

· Delivering excellent customer service, governance management, mentoring and administration

Perform other related duties and responsibilities as assigned or required.

Special Requirements

· Transit Commission staff strive to enable the strategic priorities of the Commission and the organization through the completion of their work. Staff carry out their work by demonstrating corporate values.

· May be required to support emergency operations under the incident management structure, at the direction of the Commission’s Emergency Operations Centre Director

· Must maintain ability to travel in a timely manner to other offices, work locations or sites as authorized by the Commission for business reasons.

· Will be required to attend meeting after hours.

· In accordance with the Corporate Criminal Record Check Policy, this position requires the incumbent to undergo a Criminal Records check and submit a Canadian Police Clearance certificate.

Working Conditions

· Majority of the time spent in typical office conditions

· Occasional business travel

· Occasional exposure to irate, angry and upset individuals

· Comply with the Occupational Health and Safety Act and the policies, procedures and practices developed by the Transit Commission. Performs work in a safe and healthy manner, and takes an active role in protecting and promoting health and safety at work and ensuring timely reporting of any observed health and safety hazards or lapses in the functioning of any health and safety measure or procedure

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Niagara Region Transit in St Catharines, ON