Technology and Administrative Coordinator

Colleges Ontario seeks a Technology and Administrative Coordinator to join our small, high performing, members driven team that supports the critical sector for Ontario public colleges. We are a mission driven, dynamic group that offers in hybrid work format, with work life balance, generous and flexible based policies in downtown Toronto.

What We Offer:

• A competitive salary package, reflective of the candidate's experience and skills. Base salary range $76,029 - $95,038.
• Comprehensive benefits, including health insurance, retirement plans, and generous paid time off.
• Professional development opportunities.
• A dynamic, supportive, and collaborative work environment.

How to Apply:

Please submit a cover letter and resume outlining your qualifications and experience relevant to this role in a single PDF file to Danielle Brouwer: brouwer@collegesontario.org with the subject line "Application for Administrative and Technology Officer". The application deadline is 5:00 pm, April 24, 2024. You must apply following the above instructions to be considered for the role; all other submissions will not be considered.

We are committed to inclusivity and diversity in our hiring process and encourage qualified candidates from all backgrounds to apply. Must be legally able to work in Canada. Only candidates selected for an interview will be contacted.

In accordance with Canadian regulatory requirements, we disclose that artificial intelligence (AI) was utilized in generating this job description. The content provided by AI has been reviewed and approved by human oversight to ensure accuracy, relevance, and compliance with our organizational standards and Canadian employment guidelines.

The Technology and Administrative Coordinator is a pivotal role within our organization, bridging the gap between technology administration and operational administrative reporting directly to the Chief Administrative Officer (CAO) of Colleges Ontario. This role demands a hands-on approach to coordinating our technological footprint often acting as a "super user," driving the efficiency and effectiveness of key technology platforms. This role is mission critical in liaising and coordinating with our IT services provided by third-party vendors for IT backbone/infrastructure, data security and desktop client services. In addition to overseeing technology, this role encompasses a wide range of administrative responsibilities, including facility coordination and administrative governance support, making it integral to the smooth operation of the organization.

Key Responsibilities:

Technology Administration:

• Serve as the primary point of contact for all technology related issues, including hardware, software, security and network maintenance.
• Coordinate desktop services and trouble ticket administration with a third-party vendor, ensuring excellent desktop client support and exceptional experience to users.
• Provide technical assistance for on-site meetings or virtual meetings, including set-up and coordination of audiovisual (A/V) and software needs.
• Maintain active directory of staff.
• Working collaboratively across the organization and software platforms ensuring listservs are up to date.
• Implement hardware standards and manage asset inventory control, including the lifecycle of technological assets.
• Liaise with third-party IT vendors for network management, cybersecurity solutions, and general IT support.
• Work closely with audio and video technology service providers for system troubleshooting and service coordination, ensuring high-quality audiovisual experiences.
• Oversee the organization's telecommunications, including maintenance, upgrades, and troubleshooting.
• Coordinate with IT vendors, merchants and service providers to ensure timely and cost-effective solutions for selection and procurement process.
• Assist in the implementation of and management of office technology policies and procedures to safeguard data and ensure compliance with industry or regulatory standards.

Operational Administrative Support:

• Provide comprehensive facility coordination, including assistance with space planning, ensuring maintenance and safety procedures are in place.
• Coordinate office supplies inventory and procurement, ensuring efficient operations and cost-effective purchasing.
• Support the CAO in governance-related matters, assisting with documentation, policy development, and strategic initiatives.
• Coordinate internal and external meetings, handling logistics, scheduling, and the preparation of materials.
• Maintain and update office policies and procedural manuals, ensuring alignment with regulatory requirements and best practices.
• Assist in report preparation, data analysis, and the creation of presentations as needed.

Qualifications:

• Post secondary credential – college or university information technology, business administration, or a related field.
• Minimum of 3 years of experience in a technology and administrative support role, with preference as a technology "super user".
• Strong general technical skills, with experience in working with third party providers, service support for IT infrastructure, network security, and troubleshooting of hardware and software issues.
• Exceptional organizational and project management skills, capable of prioritizing and overseeing multiple tasks and projects concurrently.
• Excellent communication and interpersonal abilities, with the skill to interact effectively across all levels of the organization and with external vendors.
• Proven ability to work independently, demonstrating initiative and problem-solving acumen.
• High level of discretion and professionalism, with experience handling confidential information.
• Proficiency in Microsoft Office Suite, project management software, and familiarity with audiovisual systems and telecommunications.