Requisition number

SCHII00066

Job Category

Support Staff

Posting Start Date

Jun 18, 2025

Posting End Date

Jun 26, 2025

Location

TDSB Head Office

Geographic Location

Toronto

Panel Type

Not Applicable

Working at the TDSB

Our staff members are the backbone of our system. Becoming a part of the TDSB team means joining a talented community of educators and support staff dedicated to enriching the lives of all students and helping them to achieve success.

The TDSB is one of the largest and most culturally diverse school boards in Canada, with approximately 246,000 students in 584 schools and approximately 40,000 employees. We offer a dynamic, challenging work environment and unmatched career opportunities for our staff.
Please review the information provided and explore the exciting career possibilities the TDSB has to offer as we continue to establish ourselves as the leading school board of the new millennium.

The Toronto District School Board adheres to equitable hiring and employment practices. We strive to meet the accommodation needs of persons with disabilities. Applicants are encouraged to make their needs for accommodation known in advance during the application process.

Job Description

SCH II-25-2058NE

Administrative Assistant, Governance and Board Services
1 - Permanent Position
Governance and Board Services
Schedule II, Level 3
(Non-Union - 12 Months)
$65,498 - $78,608

The Toronto District School Board adheres to equitable hiring, employment, and promotion practices.

Overall Purpose

Reporting to the Senior Manager of Governance and Board Services, the Administrative Assistant will provide confidential administrative and office management support to the Governance and Board Services portfolio. Responsibilities will include:

• Liaising with system and school leaders, community partners, Provincial Ministries, parents and external organizations;

• Providing direction and guidance to staff on administrative and operational issues as they relate to Governance and Board Services;

• Maintaining accurate and up to date information, documentation and electronic data; and

• Supporting staffing and budget management.

Summary of Duties

• Provide confidential administrative support to the Senior Manager, Governance and Board Services;
• Create a wide variety of documents and correspondence (e.g. reports, presentations, letters, memos) including confidential employment, legal, governance, budget and other matters;
• Prepare and provide statistical data, reports and summaries;
• Receive, track, forward, respond to and/or follow-up on all incoming mail (including email);
• Receive and prioritize correspondence including requests for confidential information and professional reports;
• Prepare and distribute agendas, schedule and attend meetings, record, transcribe and distribute minutes and follow-up on action items for management teams and various Board committees;
• Schedule workshops, forums, conferences, meetings and book facilities;
• Provide support, guidance and/or training to Governance staff regarding various administrative and operational processes including Business Services (e.g. purchasing, budget administration), Employee Services (e.g. attendance), Records Management and other TDSB procedures, protocols and guidelines;
• Provide leadership, training and support on relevant databases and programs (e.g., eScribe, SAP, etc);
• Manage and maintain confidential office records ensuring accuracy and safe storage in accordance with the Records Information Management policy;
• Set up and monitor office budget(s) including journalizing expenses, reconciling with SAP, paying bills and other common budgetary processes;
• Manage and track expenditures and respond to budget queries and requests for information;
• Respond to calls from principals, parents, trustees, central staff, and members of the public and community;
• Assess nature of inquiries (e.g. information, emergency/crisis situations) by ascertaining details and providing appropriate information or referral;
• Review, create and disseminate departmental communication;
• Liaise with Central Administration staff at all levels and with various Board and community groups;
• Prepare a wide variety of communications for staff (e.g., weekly newsletters, updates, direct line communiqués, training materials, etc);
• Organize, update and maintain departmental websites;
• Liaise with Employee Services, Payroll or Business Services in resolving administrative issues such as discipline, performance reviews, staffing, attendance processes/issues (e.g. absences, timecards, payroll) etc;
• Liaise with other departments on specific professional issues, as well as procedures, protocols, and practices;
• Liaise and work as a team member with other administrative staff to support department, system-wide, and external initiatives;
• Other duties as assigned

Qualifications

• Secondary school diploma plus one year additional course work in Business Administration including courses in computers, business writing and communications with three years of progressively responsible related experience handling a broad range of administrative matters or an equivalent combination of education and experience;
• Effective problem solving skills with the ability to work independently and in team environments;
• Proficient computer skills that will include spreadsheet and database applications; HR/Payroll and Financial information systems (SAP), student information system, email, wordprocessing, presentation packages (Power Point, Adobe Acrobat, Print Shop, Publisher), eScribe (Board meeting management software);
• Strong interpersonal and communication skills with proven ability to communicate effectively (both orally and in writing) with staff, community, parents, students and external organizations;
• Demonstrated ability to handle matters requiring high levels of diplomacy, sensitivity and confidentiality;
• Proven ability to organize and co-ordinate a diverse number of projects;
• Knowledge and understanding of related Board and departmental policies and procedures, collective agreements, records management and related legislation (e.g. Education Act, MFIPPA);
• Demonstrated ability to manage a budget;
• Proven work organization and time management skills;
• Proven ability to prepare accurate reports and summaries; and
• Ability to take initiative and work independently.

Special Requirements

• Occasional travel across TDSB. Evening work sometimes required

Additional Information

Work Year: 12 Months

Location: 5050 Yonge Street

Only applicants selected for an interview will be contacted. Applications will not be acknowledged in writing.

The Toronto District School Board is deeply committed to promoting Truth, Reconciliation and the rights of Indigenous peoples, Human Rights, Equity and Anti-Racism, and the elimination of Oppressive Practices, in our schools, our workplace and in the communities we serve. We strongly encourage applications from all individuals including those with varied lived experiences that can contribute to the diversification of the workforce at TDSB.

We strive to meet the accommodation needs of persons with disabilities. Applicants are encouraged to make their needs for accommodation known in advance during the application process.

The TDSB follows a hybrid work structure where some employees may be able to work remotely at times,based on operational requirements. Please refer to
Policy P103 (https://www.tdsb.on.ca/About-
Us/Detail/docId/2277), Flexible Working Arrangements for more information.