ADMINISTRATIVE ASSISTANT - FACILITIES SERVICES

The Durham District School Board acknowledges that many Indigenous Nations have longstanding relationships, both historic and modern, with the territories upon which our school board and schools are located. Today, this area is home to many Indigenous peoples from across Turtle Island. We acknowledge that the Durham Region forms a part of the traditional and treaty territory of the Mississaugas of Scugog Island First Nation, the Mississauga Peoples and the treaty territory of the Chippewas of Georgina Island First Nation. It is on these ancestral and treaty lands that we teach, live and learn.

This statement was co-created in partnership with the Mississaugas of Scugog Island First Nation and the Chippewas of Georgina Island.

Provides administrative and operational support to the Senior Managers of Facilities Services, ensuring the efficient, timely, and responsive delivery of departmental services and operations.

Accountabilities

PROVIDE ADMINISTRATIVE SUPPORT TO SENIOR MANAGERS OF FACILITIES SERVICES:

• Provide administrative support to Senior Managers, including coordinating calendars, appointments, meetings, conference calls, filing systems, special projects and planning activities.
• Provide logistical support for departmental operations, including coordinating fire alarm drills and supporting Education Centre fire evacuation procedures.
• Respond to calls, requests and inquiries from staff and stakeholders, providing timely information and follow-up.
• Draft communications for Education Centre and Facilities staff for review by Senior Management, including communications related to sensitive or complex issues.
• Coordinate departmental meetings, including preparing agendas, recording and distributing minutes, and tracking follow-up items.
• Order office equipment and coordinate cell phone activation and delivery for department staff, ensuring items are received and set up as required.
  
  

Manage Information And Documents

• Maintain and update a wide range of departmental documents, records, and online resources, including staff portal, organizational charts, contact lists, meeting agendas/minutes, reports, brochures, and emergency information, ensuring compliance with AODA standards.
• Coordinate the tracking, monitoring, and distribution of Facilities Services reports, ensuring adherence to submission deadlines, accessibility requirements, and reporting schedules. Facilitate annual report planning activities.
• Coordinate professional development opportunities for Facilities Services management staff.
• Prepare, format, edit, proofread, and distribute correspondence, reports, presentations, and other documentation for Facilities Services leadership and DDSB departments.
• Conduct research and gather information to support the development of reports, policies, procedures, contracts, agreements, and other departmental initiatives.
  
  

Absence Reporting

• Generate and distribute Custodial Absence Reports.
• Process and manage absence entries in ESS for approximately 45 CUPE and MPA staff, including approvals and notifications.
• Liaise with People & Culture to verify and update vacation eligibility and summer hour balances as required.
• Coordinate short- and long-term supply coverage for staff absences.
• Assist with the recruitment, scheduling, and coordination of clerical casual replacements.
  
  

Liaise With Internal And External Stakeholders

• Serve as the primary point of contact for Facilities Services inquiries, fostering positive relationships with staff, community members, and external partners.
• Coordinate information gathering and communication with legal counsel and other stakeholders to support reports, policies, procedures, and related documentation.
• Collaborate with Directors’ Area to coordinate the publication of Board, Standing Committee, and Administrative Council reports.
• Prepare correspondence and coordinate responses to ensure accurate, timely, and effective communication.
  
  

Contribute To Budget Preparation

• Support the administration and monitoring of the departmental operating budget.
• Prepare and maintain budget-related reports and records to support planning and decision-making.
• Ensure timely and accurate financial information, reports, and analysis are available to support departmental discussions and operational decisions.
  
  

Provide Support To Board-related Matters

• Provide administrative and logistical support to Board-wide committees, working groups, and initiatives.
• Coordinate meetings, prepare materials, record minutes, and support the implementation of committee initiatives.
  
  

Knowledge And Skills

• Proficiency in the use of standard office equipment, including personal computers/laptops, photocopiers, fax machines, shredders, scanners, and binding machines.
• Advanced computer skills, including Oracle and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), email systems, internet browsers, and AI-enabled productivity tools. Advanced Excel skills are considered an asset.
• Knowledge of relevant legislation, DDSB policies and procedures, Ministry of Education guidelines, the Accommodation Review Policy, and the Accessibility for Ontarians with Disabilities Act (AODA).
• Strong planning, organizational, and time-management skills, with the ability to prioritize and effectively manage multiple competing demands.
• Exceptional written and verbal communication skills, with the ability to document and communicate complex or contentious issues, respond to public and internal inquiries, and draft correspondence and reports for senior management review.
• Ability to collect, maintain, and manage accurate, detailed, relevant, and confidential records, files, and information.
• Knowledge of AODA compliance requirements for web-facing documents is an asset.
• Strong conflict management and resolution skills, with the ability to address and resolve issues independently in a professional and constructive manner, escalating concerns appropriately when required.
  
  

Education And Experience

Education

• Completion of a college diploma in Business Administration, Office Administration, or a related field, or an equivalent combination of education, training, and experience.
  
  

Experience

• Minimum of four (4) years of administrative assistant experience.
• Minimum of two (2) years of experience working within a school board environment.
  
  

Additional Information

• This is a 35 hour per week, permanent position
• Provide a current Criminal Record and Judicial Matters Check (CRJMC) upon hire.
  
  

Equity and Inclusion

The Durham District School Board recognizes Indigenous rights are distinct. In the exercise of those rights, Indigenous staff and students shall not be subjected to actions with the aim or effect of depriving these distinct rights.

The DDSB is dedicated to creating a welcoming and inclusive environment for all. We are committed to reflecting the diverse communities we serve and encourage applications from candidates who bring a variety of experiences and backgrounds. We adhere to fair, transparent hiring practices and are committed to equity and accessibility throughout the recruitment process. If you need accommodation during the application process, please let us know, and we will work with you to meet your needs.

Ignite Your Career

At the Durham District School Board (DDSB), we inspire the lives of over 80,000 students. Our diverse communities are places where your impact will be felt every day.

Picture yourself in a workplace where your ideas are celebrated, and your growth is a top priority. Here, collaboration and innovation thrive. Whether you're directly inspiring young minds or providing essential support behind the scenes, your contributions will have a meaningful impact on students and the community.

We welcome you to bring your experiences, your passions, and your talents to our inclusive community. Join us and be part of a team that values your well-being as much as your contributions. Ignite your potential at DDSB and help us make a difference, one student at a time.