SUMMARY

The Administration Coordinator for Housing Services will support the CDSB vision by providing excellent internal and external services. Work is performed in accordance with CDSB policies and procedures and CDSSAB Vision & Values. 

The CDSB vision is to further develop a district service environment that is responsive to community needs, which values the individuality of its residents, is respectful to all who receive and deliver services, and fosters personal and professional growth and teamwork among all employees. 

KEY RESPONSIBILITIES OF POSITIONS

• Under the direction, and guidance of the Director, provides administrative support to the CDSB Director of Housing Services, the Housing Services Development Manager, Housing Services Program Managers, Housing Services Department, and other Directors (as required).
• Monitors federal, provincial, and local funding opportunities that could help advance the CDSB and departmental goals.
• Work closely with clients, internal staff and external parties including law, architecture and engineer firms, banks, realtors and government agencies.
• Monitors property/land acquisition opportunities through various platforms to be reviewed by the Development Manager.
• Supports RFP/Tender document preparation and process.
• Supports research, proposal, brief and report development, and reviews.
• Compiles and provides monthly statistics to the Director of Housing Services
• Facilitates communication and liaison functions amongst internal/external stakeholders.
• Maintains confidential employee information.
• Prepares spreadsheets, presentations, and reports as required.
• Prepares and distributes, as required, media notices, advisories, and other communiques through various media.
• Attains quotes and coordinate purchases.
• Plans, organizes, and executes meetings, conferences, training, and events, including attendance tracking, material preparation and other logistics.
• Prepares correspondence, human resource-related meetings, and minutes/ notes which are confidential in nature.
• Creates and distributes meeting minutes, notes, and materials, following up on timelines, reports, and actionable items.
• As required, supports oversight, monitoring, and use of social media accounts, as well as the Intranet and other communications tools, such as updating electronic signage.
• Collaborates with various departments within the organization and external contacts.
• Supports operational efficiency and quality service coordination through streamlined internal processes, integration of innovation and technologies, KPI data collection, data tracking and analysis, reporting through dashboard metrics, IDEA initiatives, marketing, brand development and communication strategies and departmental file management.
• Provide administrative training support to staff as requested by the Director of Housing.
• Responds to general requests for information.
• Other duties as assigned.

CORE COMPETENCIES

• Accountability and dependability: take personal responsibility for the quality and timeliness of work and achieve results with little oversight.

• Communication: Listen to clients and communicate in an effective manner

• Client Focus: Build and maintain internal and external customer satisfaction through culturally inclusive and respectful services.  

• Flexibility: Adapt and work with a variety of situations and individuals. Openness to different and new ways of doing things.

• Teamwork: working together to achieve specific goals

• Creative and Innovative: Always discussing new ideas to provide quality client service.

• Ability to maintain confidentiality and exercise discretion in all situations.

CORE VALUES

• Accountability, compassion, empathy, creativity, interpersonal skills, attention to detail, teamwork, time management, communication skills, flexibility, respect, inclusivity, and initiation

JOB REQUIREMENTS

• Professional demeanour with well-developed written and oral communication skills

• Works with internal and external partners and teams, including but not limited to suppliers and government contacts.

• Proficient computer literacy using the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Professional as well as various media channels.
• Experience in desktop publishing and design for both print and digital media
• Ability to exercise discretion and good judgment when handling sensitive information.
• Excellent customer service skills are required to respond to phone, email, and in-person inquiries.

• Ability to maintain confidentiality and use tact/diplomacy effectively.

• Good organizational skills 

EDUCATION & EXPERIENCE

• Post-secondary degree or diploma in business administration or office administration – executive
• An equivalent combination of post-secondary education and experience will be considered.
• Minimum of 2 years of relevant experience

CONDITIONS OF EMPLOYMENT

• Satisfactory criminal records check
• Use of a vehicle may be required.
• Class G driver’s license.
• Bilingualism in accordance with the French Language Services policy

WHAT WE OFFER

• Employer matched pension plan (OMERS)
• Employer sponsored group health benefits (including optical, dental, drug, and extended health benefits)
• Employee and Family Assistance plan, available to spouses and dependents
• Continuing education and professional development

An Equal Opportunity Employer 

The CDSB operates in accordance with the French Language Services policy. 

The CDSB does not utilize artificial intelligence (AI) to screen, assess, or select applicants.  

CDSB welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. The Cochrane District Services Board is committed to equity in its policies, practices, and programs. 

The Board supports diversity in the work environment and ensures that applications from members of underrepresented groups are seriously considered. All qualified individuals who would contribute to the diversification of our workplace are encouraged to apply. 

Personal information provided is collected under the authority of The Municipal Freedom of Information and Protection of Privacy.