Executive Services Coordinator

Association canadienne des professeures et professeurs d'université

Executive Services Coordinator

(External Posting)

The Canadian Association of University Teachers (CAUT) is seeking to fill the regular, full-time position of Executive Services Coordinator.

CAUT is a progressive labour and professional organization representing more than 72,000 faculty, librarians, researchers, academics, and general staff at 124 universities and colleges. It promotes the economic and political interests of its members, advances the standards of the profession, and seeks to improve the quality and accessibility of post-secondary education in Canada.

Reporting to the Head of Executive Services, the position supports the Head of Executive Services by coordinating and completing tasks related to assigned projects, and the various committees and governing bodies of the organization. The Executive Services Team supports the planning and coordination of meetings of CAUT’s governance bodies and committees, as well as the coordination of conferences and events; manages correspondence, memoranda, and regular publications to member associations; ensures the coordination of CAUT Awards and scholarships; and coordinates translation of CAUT materials.

Duties and Responsibilities

§ Lead support for the Defence Fund operations, including coordination of the various Defence Fund administrative activities such as Annual General Meeting and Directors’ meetings, filing documents, updating Defence Fund website, maintaining various lists, and other related tasks.

§ Coordinates Translation Services work, including improving translation services for the organization, managing requests, communicating with contractors and other key stakeholders, and proofreading translations.

§ Coordinates content and maintenance of the Executive Services Unit intranet, including updating content and coordinating with IM/IT for any technical updates or requirements.

§ Assists with the coordination of and implementation of process improvement activities within the Executive Services Unit, including process/workflow mapping, request forms and procedures, and automations, and file management structure and naming conventions.

§ Assists with the coordination of administrative support for CAUT Committees and Working Groups.

§ Assists with the coordination of administrative services for the organization including cross-team administrative collaboration.

§ Coordinates and supports onboarding of new member association presidents and new committee members.

§ Assists with the coordination process related to reviewing and proofreading materials prior to distribution or posting on the CAUT website.

§ Coordinates and prepares the distribution and circulation of documents.

§ Stores electronic documents according to the protocols of the document storage system and maintains and organizes the files of the section.

§ Tracks, enters data into, and maintains assigned databases.

§ Assists in the preparation, logistics, support, and coordination of various events.

§ Tracks and coordinates payment of invoices to suppliers and/or members.

§ Answers phone calls and email, and responds or re-directs, as necessary.

§ Handles internal and external requests for information.

§ Adopts new tools and systems as relevant to the role.

§ Adheres to established processes and quality control systems for administrative workflow and recommends enhancements to improve quality or efficiency.

§ Participates in regular team meetings to ensure alignment on goals, progress against priorities, and two-way communication.

§ Other related duties as assigned by CAUT management.

Hours & Location

§ Full-time position, 35 hours per week.

§ May be required to work overtime on occasion.

§ Required to work at least 4 days per week from the CAUT office.

§ Some travel within Canada may be required.

Qualifications

Education & Experience:

§ College or university diploma or degree in relevant field. Specialized training or equivalent experience in administration, office management, or program coordination.

§ At least 3 years of experience in a similar professional capacity is required, including coordinating and supporting comparable programs and services.

§ Extensive experience using various computer programs such as Windows, Microsoft Office 365 Applications (Word, Excel, PowerPoint, Outlook, Teams, SharePoint), and Adobe.

§ Previous professional experience working in an association, trade union, or not for profit is an asset.

Language Requirements:

· Advanced English (oral, written, reading) and advanced French (reading and written) with strong proofreading skills in both languages are essential.

Knowledge, Skills, & Abilities:

§ Strong problem-solving and organizational skills.

§ Motivated, proactive, and solutions-focused with the ability to identify, anticipate, and respond to office needs.

§ Skilled in providing excellent member services through clear communication.

§ High degree of professional ethics and integrity; operates with discretion in handling documents and enquiries.

§ Demonstrated ability to work cooperatively, collaboratively, and with tact as part of a team.

§ Ability to work within established procedures and identify opportunities for improvements.

§ Ability to operate general office equipment.

§ Efficient at using the Microsoft suite of products, including document storage, and other tools facilitating member data and internal and external communications.

§ Ability to work independently, multi-task, prioritize workload in an environment with changing and/or multiple priorities, and/or stringent, and/or tight deadlines.

§ Ability to communicate verbally and in writing effectively throughout all levels of the organization.

§ Ability to utilize discretion, initiative, and judgment in handling sensitive and confidential details.

§ Understanding of and commitment to CAUT’s policies, practices and procedures and alignment with CAUT’s values and objectives, including social justice, equity, and human rights.

CAUT is committed to the principles of employment equity in hiring and in all of its employment practices and seeks to diversify its workforce. Aboriginal People, people with disabilities, people who identify as LGBTQ2S, racialized people, and women are actively encouraged to apply.

Compensation and Benefits:

This position has been classified as Category 3 in the Collective Agreement between CAUT and COPE Local 225. The current hire rate for this category as of July 1, 2023, is $99,157.00.

The position supports work-life balance through hybrid work and generous paid leave including five (5) weeks of vacation per year, sick and personal days, summer hours (half and full Fridays off in the summer), and winter holiday closure between December 22 and January 1. In addition, the position is eligible for excellent benefits including extended health and dental benefits, disability and life insurance, employee and family assistance, a defined contribution pension plan with 11.5% employer contributions after six (6) months of employment, and various employer paid learning and development opportunities.

How to Apply:

Interested candidates should submit their applications by 5:00 PM on June 2, 2024, via CAUT’s Career Centre at www.caut.ca/careers. The position will remain posted until filled.

All applications must be addressed to the Executive Director including a cover letter and resumé demonstrating how the candidate meets the job requirements.

All applications will be treated confidentially. Only those candidates selected for an interview will be contacted.