Administrator, Operations Coordination

Defence Construction Canada; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

A government agency in Ontario is seeking an Administrator, Operations Coordination. This role manages the security clearance process and provides administrative support to executives. The ideal candidate has substantial experience in administration and a solid understanding of security protocols. This position offers excellent growth opportunities and a comprehensive benefits package.

Benefits

100% employer-paid health and dental premiums

$400 wellness allowance

$1,500 for mental health services

Qualifications

• 4-5 years of relevant experience in administration or equivalent.
• Experience managing multiple deadlines and priorities.

Responsibilities

• Administer and maintain security clearance process.
• Provide guidance related to security matters.
• Support Client-Partner relations by coordinating meetings.

Skills

Human Resources Information System

Online Industrial Security Services system

Attention to detail

Education

College diploma in administration or related field

Job description

Summary

The Administrator, Operations Coordination, administers and maintains components of DCC’s corporate security program, including the security clearance process and facility access control system. The incumbent supports the process for assigning DND workplace building passes and reviewing visit clearance requests for DCC employees and contractors. The incumbent also provides a wide range of administrative support to the Executive Management Group, Senior Management Group, employees and corporate security advisors. The Administrator coordinates complex, integrated project schedules for multiple long- and short-term service line projects for national directors.

Key and Periodic Activities

The duties and responsibilities listed below are representative but not all-inclusive:

Primary

• Act as subject-matter expert and provide guidance to candidates, employees and managers related to security matters
• Manage the Corporate Security inbox and respond to queries
• Administer the security clearance process and Dual ID/Access Card system
• Ensure security-related databases and manuals are up to date and accurate, and comply with relevant processes and guidelines
• Maintain components of DCC’s corporate security program (e.g. security clearance process, facility access control system, library of security posters, Corporate Security intranet pages)
• Maintain records and generate regular reports (e.g. on security clearance upgrades and renewals)
• Collect, format and prepare data tables and reports to support business management and service line activities (e.g. aging, profit and loss and quarterly reports, reports for the Executive Management Group)
• Provide administrative support to the Vice-President, Operations – Service Delivery, by processing and tracking invoices, tracking and reporting on accruals, tracking budget expenditures and time sheets
• Prepare presentation packages for meetings of national directors and manage translation requirements for the Operations Coordination Team
• Support Client-Partner relations by coordinating meetings and taking minutes
• Coordinate project schedules, including maintaining schedules and tracking progress

Other

• Provide daily office management and general administrative support (e.g. greet visitors, order supplies, liaise with building operations, organize couriers)
• Develop and maintain records, filing and tracking systems
• Develop and maintain effective relationships within DCC, the Client-Partners and/or stakeholders
• Provide administrative support to DCC committees and working groups, as required
• Other duties as assigned

Skills

General and Specific Knowledge

• Human Resources Information System
• Online Industrial Security Services system

Formal Education And/or Certification(s) And Experience

• Minimum: college diploma in administration or related field with four to five years’ relevant experience, or the equivalent

Abilities

• Use applicable computer software and operating systems
• Apply knowledge of security clearance process
• Manage multiple deadlines and priorities
• Demonstrate attention to detail

Development and Leadership

• Provide functional direction and advice to employees

Working Conditions

• Typical office environment with occasional travel

Benefits and Perks

Working with us offers excellent opportunities for growth and advancement—and entitles you to one of the job market’s best benefits packages valued at between 25 and 30% of your salary.

Your Package Includes

Health and Wellness

• 100% employer-paid annual sick leave, and health and dental premiums
• $400 wellness allowance to help cover expenses such as a gym membership
• $1,500 for mental health services on top of regular $1,500 paramedical coverage
• Telus Virtual Health Care and $750 Health Care Spending Account for some expenses not covered under provincial plans

Home and Family

• Life, accidental-death, and short-term disability insurance
• Enhanced inConfidence employee and family assistance program
• Maternity and parental leave top-up plan to 93% of regular gross earnings for up to 37 weeks
• Flexible workplace options, including $400 allowance every two years, to support working from home

Security and Eligibility

To begin a career with Defence Construction Canada (DCC), you must be a Canadian Citizen or a permanent resident of Canada. As a condition of employment with DCC, a minimum reliability security status clearance is required and some roles may require secret security status clearance.

DCC is responsible for the Personnel Security Clearance process. To be eligible for a "Reliability" clearance, you typically need five years of verifiable background information; for a "Secret" clearance, ten years. The process may include reference inquiries, verification of qualifications, criminal records checks, and credit checks (as required) and may require fingerprints. For more information about obtaining a security clearance, please review the Standard on Security Screening.

Required

The appropriate security clearance is a condition of employment and it is the candidate’s or employee’s responsibility to ensure they are able to obtain and maintain their required security level clearance to begin or continue employment with DCC. Failure to obtain or maintain the appropriate level of security clearance means the offer may be nullified or employment terminated with cause. A thorough security clearance process will be applied to all candidates or employees considered for appointment, including inquiries, verifications and assessments regarding matters such as, but not limited to:

• criminal record checks
• reference checks
• previous employment
• open source checks
• credit/financial status

DCC's Code of Business Conduct is a condition of employment. New employees must certify they have read, understood, and agree to observe the Code upon commencing work at DCC. Employees are required to review their obligations under the Code and notify the President's Office of any changes in their circumstances at the earliest opportunity, and to complete the Annual Update once a year.

Be part of a diverse and inclusive workplace. DCC is committed to ensuring everyone has a voice and can be their authentic selves. We encourage applications from all, including but not limited to women, Indigenous Peoples, persons with disabilities, visible minorities and LGBTQ2+ community members. Applications from non-Canadian citizens who are eligible to work in Canada and have at least 5 years of verifiable background information are welcome.

DCC is an equal opportunity employer and will consider all requests for accommodation based on medical contraindication, religion or other prohibited grounds for discrimination under the Canadian Human Rights Act. If accommodation is required, please email [e-mail].