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Administrator, Licensing Process, Licensing and Accreditation, Professional Development & Competence - 6 month contract/secondment (Hybrid, Toronto)

July 22 2022
Categories Business Process Analyst, IP, Patents, Trademarks, Legal, Paralegal, Legal, Paralegal, Project Management, Business Analysis, Purchasing, Procurement, Contracts, Transport, Logistics, Supply Chain, Purchasing
Toronto, ON

JOB PURPOSE:

The Administrator, Licensing Process is responsible, under minimal supervision, for providing a wide range of confidential administrative and technical support to the Team Lead and Manager, as well as monitoring, processing and reconciling the invoices, budgets and candidate requests in both Licensing Processes (Lawyer and Paralegal). Operates within a strict deadline environment and maintains and promotes the service level agreements of the unit. Acts as the first point of contact with candidates in the process. The ability to communicate in both official languages would be considered a definite asset.

QUALIFICATIONS REQUIRED:

  • A college diploma in a related field.
  • Training in basic accounting is required to meet the financial responsibilities of the position.
  • A minimum of 3 years’ prior-related experience with strong administrative and organizational skills, preferably in a customer service-oriented environment.
  • Solid understanding of Law Society policies, regulations, and mandate.
  • Basic accounting knowledge and skills.
  • Speaks and writes in a clear, articulate manner for individual and / or group situations.
  • Reasons through moderately complex spoken and written information.
  • Proficiency in word processing, spreadsheets, databases, e-mail, PowerPoint, Excel, and the Internet/Intranet.
  • The requirement to maintain a high standard of commitment, ethics, respect, care in service delivery to clients (internal and/or external).

Client / Customer Service Planning

  • In collaboration with the Team Lead and Manager of the Licensing Process participates in planning sessions to support the Licensing Process activities and events and to relieve the Team Lead of many day to day coordination and administrative tasks.
  • Liaises with service providers where appropriate, ensuring appropriate information is obtained and disseminated in a timely fashion and supports problem resolution.
  • Updates documentation specific to processes and procedures, prepares requisitions for production and distribution of materials and ensures adequate customer service coverage is maintained each day.
  • Ensures that staff members comply with departmental standards for document retention and storage, statistical reporting and maintains the secure central filing system of candidate special requests.
  • Engages in continuous performance improvement regarding own and departmental work processes and procedures, and proactively shares information with respect to improving existing and/or identifying new opportunities for programs, services, and initiatives.

Client / Customer Service Delivery

  • Provides administrative services to the Team Lead by coordinating office activities,scheduling meetings and appointments, prioritizing workflow, preparing, and compiling statistical reports through analysis and report development, preparing confidential materials, and developing and maintaining security protocol for confidential administrative files, electronic data and other sensitive materials.
  • Acts as a ‘first point of contact’ on behalf of the Team Lead - Licensing Process with candidates, other departments, Benchers, clients, the Public, and external organizations.
  • On behalf of the managers, investigates complaints and concerns that are reported.
  • Monitors vendor billings, invoicing and all account lines for the Licensing Process budgets and insures they are effectively scrutinized and maintained by managing staff.
  • Provides routine administrative support in word processing, filing, photocopying, processing of forms, faxing, mailing, expense claims and handles numerous inquiries.
  • Assists in the determination and review of acceptable, non-standard, or ineligible plans/applications, along with appropriate recommendations for action by the Team Lead or Manager.
  • Provides ongoing information and guidance to candidates, vendors, educational institutions regarding program requirements, opportunities, alternatives, interventions, and problem resolution.
  • Acts as a secondary administrator in the Financial Assistance area of the Licensing and Accreditation Department and provides information and feedback to candidates regarding the RAP and MPP processes, as required.

People Leadership

  • As delegated, trains, coordinates, schedules and monitors the activities of staff on behalf of the managers and Team Lead.


Team Membership

  • Contributes to the effective and integrated services of the Office delivered to candidates, Law Society members, other departments, and the public.
  • Acts as a significant team lead in effective coordination and delivery of administrative and budget services for the department.
  • Maintains particular areas of responsibility while expanding knowledge and familiarity with other service areas to ensure the consistency of delivery throughout the department.
  • Is a proactive member of the team, working closely with Team Lead, Managers and other members to share information and ideas, provide assistance and contribute knowledge in order to ensure accuracy, timeliness and quality of service.
  • Demonstrates flexibility and commitment to the team to maximize resources.


Financial Responsibility

  • Participates in planning, development, and administration of the department’s budget for the Lawyer and Paralegal Licensing Processes which includes budget monitoring, preparing manager expense reports, tracking invoices, and ensuring guidelines comply with budget practices and processes.
  • Receives and processes payments for expenditures and prepares monthly summaries of expenditures.
  • Develops and maintains office supplies inventories and liaises with Purchasing regarding the acquisition or repair of items, furniture, and equipment.
  • Ensures registration deferrals and reversals are entered daily.
  • Acts as a back-up to other Administrator for the preparation of purchase orders, contracts, and expense reports.
  • The Administrator is also involved in invoicing and adjusting candidate accounts, monitoring, and troubleshooting MPP and RAP programs, and ensuring candidate invoicing is correct and current. They are also required to administer the online ordering of materials and update tracking information in the candidate accounts regarding materials shipping orders.

Special Projects and Initiatives

  • Actively participates in coordinating special events/projects as assigned.

The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office. The specific application of this will be communicated to applicants contacted during the recruitment process.

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