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Administrative Assistant, Quality Assurance and Client Relations

RegulatoryJobs Executive Recruitment

Ontario

Hybrid

CAD 55,000

Full time

4 days ago
Be an early applicant

Job summary

An Ontario regulatory body is seeking an Administrative Assistant to provide essential support for Quality Assurance and Client Relations programs. The candidate will manage schedules, assist in documentation, and respond to inquiries. Qualifications include relevant administrative experience and a college degree. The role offers a hybrid work environment with a competitive salary of $55,000 per year.

Benefits

Extended benefits, including dental and vision coverage
Personal/sick days

Qualifications

  • Administrative experience in a regulatory or professional environment.
  • Strong technical abilities and enthusiasm for learning new technologies.
  • Fluency in oral and written French is an asset.

Responsibilities

  • Deliver administrative support to the Quality Assurance and Client Relations programs.
  • Coordinate Committee meeting schedules and prepare materials.
  • Maintain and file internal records and data.

Skills

Excellent oral and written communication skills
Excellent interpersonal skills
Excellent judgment
Problem-solving skills
Organizational skills

Education

Successful completion of a relevant university or college program
Undergraduate degree in relevant field (psychology, health sciences, etc.)

Tools

Microsoft Dynamics CRM
Microsoft Office Suite
Records management software

Job description

Worldwide Opportunities in Regulation and Consumer Protection

Opportunity Type

Location

Region

Administrative Assistant, Quality Assurance and Client Relations
College of Psychologists and Behaviour Analysts of Ontario
Position:
Administrative Assistant, Quality Assurance and Client Relations
Opportunity Qualifications:
Undergraduate

Reports to:Director of Professional Affairs

ROLE

Provides administrative support for the Quality Assurance and Client Relations programs.

KEY RESPONSIBILITIES

  • Delivering administrative support to the College’s Quality Assurance (QA) and Client Relations programs
  • Coordinating Committee meeting schedules and preparing materials
  • Preparing and distributing correspondence and information for Committee members and College registrants
  • Assisting in the preparation and review of Quality Assurance and Client Relations materials
  • Responding to registrant inquiries regarding Quality Assurance information and requirements
  • Maintaining and filing of internal records and data

SPECIFIC RESPONSIBILITIES

Program Support

  • Maintaining schedule of registrant notifications and reminders of requirements for QA program components (Self-Assessment Guide (SAG), Continuing Professional Development (CPD), Declarations of Completion, Peer Assisted Review (PAR))
  • Sending registrant notifications, Committee decision letters, and monitoring registrant compliance with QA program requirements
  • Tracking deadlines and milestones related to registrant participation in SAG, CPD, and PAR processes
  • Responding to queries and requests for information from registrants and members of the public accurately and in a timely manner via e-mail and telephone
  • Receiving, processing and preparing registrant submissions for Committee review
  • Conducting preliminary reviews of registrant audits to identify relevant considerations for the Committee
  • Organizing electronic and manual filing systems and maintaining record keeping standards
  • Provide administrative support to the Client Relations Funding for Therapy Program

Committee Support

  • Canvassing Committee members’ availability to schedule meetings and confirm conflicts of interest
  • Assisting in the selection of Committee meeting dates and confirming attendance
  • Preparing electronic or hard copy meeting materials
  • Recording Committee member attendance and drafting meeting minutes
  • Processing of Committee expenses/per diems

Internal Communications and Information Management

  • Monitoring databases, generating queries, case files and reports
  • Preparing statistical summaries and updating metrics
  • Preparing correspondence, including generation of routine communications (electronic and hard copy)
  • Coordinating with other College staff to appropriately route queries and obtain information
  • Develop and maintain Standard Operating Procedures (SOPs)

Other duties as required. Duties are subject to change.

MINIMUM QUALIFICATIONS

  • Successful completion of a relevant university or college program
  • Administrative experience in a regulatory or professional environment

PREFERRED QUALIFICATIONS

  • Undergraduate degree in relevant field (e.g. psychology, health sciences, health administration, policy)
  • Knowledge of Quality Improvement methodology (e.g. Lean, Six Sigma, PDCA method) is an asset
  • Fluency in oral and written French is an asset

TECHNICAL KNOWLEDGE/EXPERIENCE

  • Strong technical abilities and enthusiasm for learning new technologies as they emerge
  • Microsoft Dynamics CRM and Microsoft Office Suite, including Excel, Access, and SharePoint
  • Records management software

BEHAVIOURAL COMPETENCIES

  • Excellent oral and written communication skills
  • Excellent interpersonal skills
  • Excellent judgment and ability to exercise compassion when responding to sensitive information
  • Excellent initiative and problem-solving skills
  • Applies a growth mindset to new challenges and tasks
  • Excellent organizational and time management skills
  • Demonstrated ability to work independently and within a team
  • Ability to manage confidential materials and maintain privacy

PERFORMANCE CRITERIA

  • Effectiveness in collaboration and team engagement
  • Timeliness and accuracy in responses to queries and requests for information
  • Appropriate consideration of requests from stakeholders
  • Detailed review of information when preparing correspondence and reports
  • Accuracy and security of information in records
  • Efficiency in completing administrative functions and arrangements

WHAT WE OFFER

  • Extended benefits, including dental and vision coverage
  • Personal/sick days
  • Hybrid work environment

SALARY: $55,000 per year

HOW TO APPLY
Qualified candidates are invited to apply by submitting their resume and cover letter via email tohr@cpbao.ca no later thanFriday, August 8, 2025.

We treat all employees as individuals according only to their abilities to meet job requirements. That happens without regard to race, colour, ancestry, place of origin, religious beliefs, gender, age, physical disability, mental disability, marital status, family status, sexual orientation or any other factor that is legislatively protected under Ontario’s Human Rights Code. The College is committed to complying with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). The CPBAO welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

We thank all candidates for applying, however, only candidates being considered will be contacted.

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