Administrative Coordinator

This competition may have a hiring priority for Indigenous people, Black people, racialized people, Deaf people, people with disabilities, women, or members of 2SLGBTQI+ and gender diverse communities. Candidates belonging to these equity deserving groups who wish to be considered must self-identify. This initiative is in support of the Council’s employment equity and diversity goals.

About the Role

Under the direct supervision of the Manager and Deputy Chief Security Officer, Administrative and Security Services, the Administrative Coordinator:

• contributes to the continuous improvement of office space activities, operational and environmental programs for both Canada Council’s locations;
• supervises the work of two Administrators and one Receptionist;
• coordinates the flow of office space activities, including reception, mailroom, conference rooms and facilities;
• coordinates the technical and logistical aspects, for specific in-person events (such as Board meetings);
• develops and implements policies, procedures, templates and guidelines relating to office space activities, operational and environmental programs in order to mitigate operational risks and ensure a high level of client service;
• ensures building inspections related to office space are performed regularly and respond to any issues;
• supports various projects and assists employees and third parties in their service requests by proposing the best solution;
• oversees employees’ ergonomic requests, assessments and implementation;
• participates in the planning and organization of training courses related to office space;
• acts as back-up or supplementary resource to the physical security function by:

  • administering the security access system;  

  • implementing policies, procedures and guidelines for physical security and security controls to mitigate security risks; 

  • implementing solutions to physical security issues;  

  •  implementing contingency plans and other emergency plans;  

  • ensuring that all physical security systems (such as cameras and access cards) are performing as expected; 

  • monitoring security clearance requests and their results; 

  • managing security incidents/breach investigations;  

  • participating in First Response Team activities;  

  • providing information, advice and/or assistance to employees on health and safety issues; 

  • responding to emergency situations; 

• and performs other related duties.

Education

• Two (2) year college program or an equivalent combination of education and professional experience related to the responsibilities of the position.

Experience

• Three (3) years of experience directly related to the responsibilities of the position.
• One (1) year of experience supervising employees.
• Experience in developing policies, process, communication and tools.

Knowledge

• Strong knowledge of physical security, legal and regulatory requirements.
• Strong administrative skills.
• Knowledge of Government of Canada security screening processes.

Skills & Competencies

• Strong documentation, reporting and communication skills.
• Excellent initiative, judgment and the ability to provide credible and inclusive advice and/or assistance.
• Exceptional tact, discretion and ability to deal with sensitive and confidential matters.
• Ability to prioritize tasks and to work with multiple and strict deadlines.
• Attention to detail and high level of accuracy.
• Solid problem solving, general research and analytical skills.
• Strong communications skills, both verbally and in writing.
• Excellent time management, organizational and decision-making skills.
• First Aid/ Cardio-Pulmonary Resuscitation certification would be an asset.

Bilingual Requirements

This position requires the use of both official languages. The requirements in the second official language are:

• An advanced level in reading comprehension (C)
• An intermediate level in writing (B)
• An advanced level in oral (C)

 *Important: Please submit your resume and a cover letter clearly demonstrating how you meet the above qualifications for Education and Experience. Please note that selection for further consideration will be based solely on the information provided in your cover letter, resume and application.

We are committed to providing a workplace that is inclusive and accessible to all. Should you require accommodation during the recruitment and selection process, please contact the Council directly.

For people who are Deaf, hard of hearing, or TTY users, please use your preferred MRS (Message Relay Service) or IP service to contact us.

The Canada Council for the Arts is committed to building a skilled and diverse workforce that reflects the individuals and communities we serve. We invite applications from individuals with any combination of backgrounds, origins, identities, and forms of self-expression. The Council is committed to enhancing the representation of the following groups within its workforce: Indigenous people, Black people, racialized people, Deaf people, people with disabilities, women, and members of 2SLGBTQI+ and gender-diverse communities.

We encourage you to include information on how you identify in the Voluntary Self-Identification section of the application form. This information is used during the recruitment process to enhance representation of historically underserved and marginalized communities, as per the Employment Equity Act and the Council's ongoing commitment to equity. This information is also used for reporting at an aggregate level.

Please note that all persons requiring accommodation and/or assistance in completing the Canada Council’s Careers application process are welcome to contact the Council for support.