Assistant, Inclusive Design Research Centre

Please note that internal job postings are open only to current permanent OPSEU Local 576 Unit 1 employees and temporary OPSEU Local 576 Unit 1 employees with one year of continuous service.

Reporting to the Manager, Inclusive Design Research Centre (IDRC), the Assistant is responsible for the provision of administrative support to the IDRC, including scheduling appointments, maintaining client records, preparing deposits and providing support to events as directed.  Provides administrative support for the Vision Technology Service (VTS).

Summary of Responsibilities:

• Answer and/or redirect inquiries pertaining to IDRC and VTS, and respond to telephone, in-person and e-mail inquiries by providing information and/or redirecting requests to IDRC staff appropriately
• Provide administrative support to the VTS, including scheduling client appointments, maintaining confidential client records and physician referrals, receiving client payments and issuing receipts for same, preparing MOH forms with equipment funding applications, ordering client equipment through the MOH website
• Sending client documentation to and communicating with client, physician, and vendors
• Maintain general knowledge and understanding of relevant University and Ministry of Health (MOH) policies, procedures and practices to adhere to and maintain strict compliance with rules of confidentiality
• Provide support to the VTS Coordinator in collecting data for the quarterly report to the MOH
• Provide administrative support to the IDRC, including scheduling meetings, room bookings, preparing deposits and maintaining accurate records of same, preparing expense reports, assisting with new vendor setup, ordering office/equipment supplies, photocopying, faxing, scanning and keeping minutes as required
• Assist in the planning of conferences and meetings, including distribution of invitations, scheduling space and equipment needs, arranging catering, arranging accessibility services, assisting visitors with accommodation requests, assist in facilitating Teams/Zoom meetings, and other related details, as required
• Maintain an accurate equipment database for the IDRC
• Coordinate vendor quotes for the IDRC equipment and maintain accurate record of same
• Assist the Manager in maintaining accurate attendance (i.e. vacation, sick, personal business leave) records for IDRC staff
• Assist the Manager, IDRC and IDRC staff in other tasks that contribute to the successful operation of the IDRC

Qualifications:

• Undergraduate degree in a related field with a minimum of one to three years related work experience, preferably in a post-secondary or social service setting, or equivalent
• Excellent interpersonal, communication, and organization skills with strong attention to detail
• Ability to exercise tact, good judgement and diplomacy
• Strong computer skills, with knowledge of Microsoft Office Suite, Teams, Zoom, Web applications
• Ability to take initiative, meet deadlines and work effectively under pressure of high volume and constantly changing priorities
• Proven track record of discretion, maintaining confidentiality, and strong customer service
• Demonstrated ability to work independently and collaboratively in a distributed team environment
• Demonstrated commitment to the principles of equity and diversity and proven ability to deal effectively with a diverse population

Compensation:    OPSEU Unit I, Appendix A, Grade A3; $30,098.14 to $39,048.80 per annum. This salary has been prorated to reflect an 60% workload.

Hours of Work: Monday to Wednesday, for a total of 21 hours per week.

Interested internal permanent OPSEU Local 576 Unit 1 or temporary OPSEU Local 576 Unit 1 employees with one year of continuous serviceapplicants are invited to submit an updated resume, with cover letter by selecting “Apply Now” below, no later than Thursday, January 25, 2024.

 As an employer committed to employment equity, we encourage applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

  We encourage members of designated equity-seeking groups to self-identify within the voluntary Applicant Questionnaire .

  In order to alleviate the under-representation of racialized and Indigenous administrators, priority in hiring will be given to qualified racialized and Indigenous persons who self-identify as such in the application process. This initiative is a special program under the Ontario Human Rights Code .

OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities .

  All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.