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Administrative Assistant – Document Coordinator

01 Dec 2023

Full-time, Contract
Toronto, ON
$46,000 / per Year
Job Details:

Our client is looking to hire an Administrative Assistant – credentialling assistant for an 18 month contract term.

Interested candidates may submit their resume in word doc. format to Kerine Brown Gentles at kerineg@staffworkscanada.com  for further consideration. Staffworks thanks all candidates for their interest; however only those selected to continue in the process will be contacted.

  • Responsibilities
    The successful candidate will be: Assisting the Document Acknowledgement Specialist by coordinating the successful completion of all requirements for document evaluation applications, according to the Board’s regulations, so that qualifications can be evaluated and processed in a timely and accurate manner, as required. Responsibilities include:
    • Processing and filing document evaluation applications and related documents sent by candidates
    • Processing and maintaining hard copies of documents and digital documents sent from issuing authorities directly to organization
    • Coordinating the collection of outstanding requirements by corresponding with candidates, other organizations and other parties, as required
    • Corresponding with candidates to address related concerns
    • Performing quality control of document evaluation application processing
    • Purging outdated document evaluation related documents
    • Training and assisting others to coordinate all requirements for document evaluation, when needed
    • Run and clear assigned reports in the candidate portal
    • Assist with document acknowledgement, as needed.
  • Requirements
    Working Conditions:
    • Primary work is at a desk in a temperature-controlled office environment.
    • Ability to work in the office, on average, three days a week.
    • Some weekend work may be required.
    • Ability and stamina are needed to work effectively 7 hours per day (or more) at a desk, on computer, and sometimes for longer durations. Available to work longer days (greater than 7 hours) as operational demands require.
    • Physical effort will be required for moving boxes of materials and/or organizing materials (up to approximately 35 lbs.).
    • Sensory attention is required to coordinate activities and deal with clients of diverse backgrounds.
    Qualifications: Ability to work in the office three days a week on average, occasionally more Professional and accountable:
    • acts with honesty and integrity
    • takes full ownership and responsibility for all aspects of the position
    • fulfills responsibilities in a professional, conscientious, accurate and timely manner, according to organizational policies and procedures, with an overall goal of achieving quality and efficiency
    • uses time and resources effectively
    • takes responsibility for quality processes and outcomes or products
    • analyzes, documents and appropriately manages errors and omissions
    Detail oriented and accurate Strong organizational, coordination, quality assurance and control skills Team worker: strong interpersonal skills; works effectively and collaboratively with co-workers and clients of all backgrounds Possess strong communication skills: verbal, written and listening and demonstrate effective, courteous yet assertive interpersonal skills for communicating with the public, including individuals of many nationalities Flexible, resourceful and proactive; able to:
    • work collaboratively; supporting others when working together on a project which may require adjustments to workplace hours in order to fulfill responsibilities
    • work independently with minimal direction and supervision, in keeping with organization policies and procedures
    • problem solve, exercising appropriate professional judgment and seeking guidance when appropriate
    • function well under time and workload constraints to meet multiple goals and deadlines by prioritizing work and flexing work schedules when necessary
    • respond and adapt to changing priorities, processes, timelines
    Demonstrated ability to work well under pressure Physical ability to lift and move boxes of information and examination materials Computer proficiency and experience:
    • Intermediate to advanced level in MS Windows environment including electronic file management, Word, Excel and Outlook
    • Relational database (R:Base) – will train
    Expertise and Experience Requirements:
    • At least 3-5 years of administrative experience
    • College or university graduate
  • Accessibility
    Staffworks thanks all candidates for their interest; however only those selected to continue in the process will be contacted. We are an inclusive employer committed to diversity and inclusion. We encourage qualified applicants of all ages, races, colours, ethnic origins, religions, abilities, gender identities and sexual orientations to apply. If you are selected for an interview, please inform your recruiter of your accommodation requirements.
Apply now

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