Administrator, Continuing Professional Development, Professional Development & Competence (Hybr[...]

Law Society of Ontario; Toronto; Hybrid; CAD 80,000 - 100,000; Full time

Job summary

A legal professional organization in Toronto is seeking a qualified administrative support professional to assist the director and the CPD team in enhancing service delivery. The role includes coordinating communications, managing administrative processes, and maintaining departmental files efficiently. Suitable candidates should have a 3-year college diploma and at least 3 years of experience in general administration within a legal environment. The position offers a hybrid working model, promoting flexibility in the workplace.

Benefits

Flexible working arrangements

Commitment to diversity and inclusion

Qualifications

• Minimum 3 years’ experience in general administration in the legal profession.
• Professional knowledge of office practices to support executives.
• Ability to work independently and collaboratively.

Responsibilities

• Coordinates communication and information flow for the Director.
• Maintains departmental files and records in accordance with protocols.
• Supports supplier administration including contract management.

Skills

Customer service skills

Negotiation skills

Analytical problem-solving skills

Project coordination

Interpersonal communication skills

Organizational skills

Education

3-year college program in Administration or related discipline

Tools

Microsoft Office Suite / 365

Job description

OVERVIEW

JOB PURPOSE:

Supports the Director and CPD team in delivering high-quality educational programs and resources that advance the organization’s competence mandate. Establishes and updates administrative processes, assists CPD Managers with meeting priorities, invoice processing, communication efforts to improve departmental workflows, monitoring progress for departmental projects, and research and planning. Assists with reporting requirements, benchmarking, financial results updates, and liaises internally with other LSO departments to track and maintain efficiencies and deadlines for cross-departmental and cross-divisional work.

QUALIFICATIONS REQUIRED

• Requires completion of a 3-year college program in Administration, Business, or a related discipline.
• Requires a minimum of 3 years’ experience in general administration in the legal profession or a related environment.
• Professional knowledge:
  • Professional office practices to support executive positions.
  • Knowledge of Law Society practices, procedures and protocols.
• Technical skills:
  • Microsoft Office Suite / 365 (Word, Excel, PowerPoint, etc.).
• Competencies:
  • Customer service skills.
  • Negotiation skills with tact and diplomacy.
  • Analytical and problem-solving skills.
  • Project coordination, prioritization, and time management skills.
  • Business acumen and data-driven decision-making.
  • Interpersonal, oral, and written communication, and presentation skills.
  • Organizational and multitasking skills with attention to detail.
  • Relationship Management.
  • Ability to work independently and as a member of a dynamic and integrated services team.

KEY ACCOUNTABILITIES

Client / Customer Service Delivery

• Coordinates communications, schedules, and information flow on behalf of the Director with managers, senior leadership, Benchers, stakeholders, the public, and other external contacts.
• Responds to internal inquiries regarding CPD programs and activities.
• Maintains a regular schedule of meetings for Director and CPD Managers, and for team meetings, including all‑department meetings, gatherings, and milestones.
• Handles arrangements for CPD hoteling offices, and coordinates for in‑office schedules, as needed. Promotes the efficient use and professional appearance of CPD offices.
• Maintains departmental files and records in accordance with established protocols and retention requirements. Assists with long‑term record keeping and project tracking with departmental projects (internal and cross‑departmental) to promote timely responses and collaborative work.
• Supports the Director and CPD Managers in managing supplier administration, including contract management, vendor selection, invoice tracking, payment processing, and preparation of purchase orders for Contract Counsel, marketing vendors, production services, program delivery, and general office needs.

Financial Responsibility

• Compiles statistical data and financial reports on departmental costs and expenditures for review and discussion for review and action by Director and Managers.
• Reconciles expenses for partnered or joint programs and arranges for remittance of payment / revenue sharing, as needed. Processes purchase orders, purchase requisitions, and other finance‑related documentation, ensuring all expenses comply with departmental policies, procedures, and financial controls.
• Assists Managers and CPD staff with preparing and processing expense reports and invoices. Highlights opportunities for cost savings and resource efficiency from regular review of invoice payments in department teams.
• Works with Managers to coordinate services with vendors and suppliers to ensure timely and cost‑effective delivery. Assists Managers with maintaining good vendor relationships.
• Maintains departmental office supplies and oversees the efficient operation of office equipment.

Team Membership

• Collaborates closely with the Finance Department by addressing process and procedure inquiries, resolving issues, and supporting continuous workflow improvements.
• Collaborates closely with the IT Department and Facilities Department to address process and procedure inquiries, resolve issues, and support continuous workflow improvements.
• Works with the CPD Managers to document, communicate and update procedures, systems, and processes to promote consistent application of best practices across the team and broader staff.
• Demonstrates flexibility and commitment to support the CPD team in meeting deadlines and operational requirements.
• Provides assistance and tracks special projects, to contribute to departmental goals.

WORKING ARRANGEMENT

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.

OUR COMMITMENT

The Law Society of Ontario is an equal opportunity employer that is committed to diversity and inclusion. We welcome applications from persons representing the diversity of our community. We are committed to creating an accessible, barrier‑free and inclusive workplace and are committed to continuing compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Please make any requirement you may have for accommodation during the recruitment process known when contacted.

If you are unable to apply to this position due to the requirement for an accommodation of any kind, please email us at [e-mail] or call 416-947-3475. We appreciate all interest and will directly contact candidates under consideration.