Committees Coordinator

Location: Toronto, Ontario, Canada

Type: Contract 1 year with possibility of renewal

Location: Downtown Toronto location at University and Dundas, near St. Patrick Station (180 Dundas West, Suite 1902) – Hybrid work model to start

Salary Range: $50,000 to $60,000

About the Employer

Established in 2011, the Ontario Council on Articulation and Transfer (ONCAT) was created to enhance academic pathways and reduce barriers for students looking to transfer among Ontario's publicly funded colleges, universities and Indigenous institutes. As a member organization, we work with those institutions to develop transfer credit policies and practices to ease student mobility. As a non-profit organization created and funded by the Government of Ontario, ONCAT works with post-secondary education institutions to build a seamless system for transfer credit in Ontario and support student mobility.

ONCAT staff are currently working a hybrid model (1-2 days per week in the office) increasing up to 3 days per week as we monitor health regulations.

About the Position

If you thrive in a collaborative and detail-oriented environment supporting stakeholder meetings and workshops, we encourage you to apply to ONCAT for the Committees Coordinator role. The incumbent works with a diverse range of stakeholder representatives and plays a key role in ensuring the successful execution of ONCAT’s sector engagement plan. We are looking for a dedicated team player with a record of professionalism, punctuality and ability to foster a positive and participatory environment.

Reporting to the Manager, Sector Engagement, the Committees Coordinator is responsible for organizing meetings with post-secondary stakeholders (including faculty, administration and key transfer contacts); providing committee customer service support (access, contact information, inquiries, etc.) to ensure members are able to collaborate and communicate effectively; and supports Manager, Sector Engagement and Knowledge Mobilization Specialist by posting, organizing and promoting content within ONCAT’s content management infrastructure (, MS SharePoint, etc.) to support ONCAT’s sector engagement plan.

This position requires experience working with internal ONCAT staff and external audiences to develop, coordinate and document key discussions and decisions in meetings. Responsibilities include implementing meetings, drafting agendas, scheduling polling and circulating invitations, monitoring attendance plans, taking minutes, and ensuring they are reviewed appropriately and actioned.

Key Responsibilities

Committee Coordination

  • Coordinates a range of sector committees and maintains an updated list of committee memberships. Contacts participants, books venues and ensures virtual technology is set.
  • Supports registration, assists with agendas and distributes material pre and post events  (eg. Pre-reading, follow up Surveys through using Survey Monkey)
  • Engages with key speakers or presenters to ensure they are prepared and accommodated to deliver their presentations.
  • Attends meetings and follows up on decisions within area of responsibility.
  • Collaborates with ONCAT team to maintain an updated record of ONCAT’s key contacts.
  • Organizes reimbursement for travel as required collaborating with ONCAT’s finance team to ensure compliance with travel policies.

Customer Service

  • Provides a high degree of support and service to committee members, responding promptly to requests and inquiries. Follows up with contacts to monitor meeting attendance.
  • Prepares and circulates communications (eg. Minutes and follow-up) promptly.
  • Provides high-quality service to committee Co-Chairs, members and supports the diversity of ONCAT’s sector engagement committees successfully.

Database Management (SharePoint, CRM System)

  • Collaborates with ONCAT’s IT team to build and maintain committee SharePoint sites and Sector Engagement team to create, edit and maintain content (news posts, standard operating procedures, manuals, etc.).
  • Ensures committee sites/portals are accessible and up to date (adding and removing members, continued monitoring and maintenance).
  • Supports committee members and their administrative support in navigating Sharepoint sites.

Education and Experience

  • This role requires 3 to 5 years working experience as a Committee Coordinator, with customer service and event management experience preferably in a non-profit or educational environment. Experience supporting Managers and stakeholders in a complex institutional environment is preferred.
  • Post-secondary credential from a college or university.
  • The successful candidate will possess an optimal combination of the following knowledge, skills and abilities:
  • Good knowledge of event and meeting or committee coordination.
  • Ability to exercise discretion and deal sensitively with stakeholders.
  • Ability to work independently and work collaboratively in a team environment.
  • Ability to build strong relationships at all levels of the organization and with external stakeholders and vendors.
  • Ability to use computer software such as MS 365, Sharepoint, Strong Outlook, webinar tools (Zoom, Teams) and CRM systems, Survey Monkey or similar tool.
  • Ability to adapt to change and learn new applications.
  • Ability to multi-task, organize and prioritize work, and work under pressure with interruption.
  • Ability to effectively meet numerous demands and deadlines.
  • Ability to perform complete, thorough and accurate work.
  • Ability to input data with a high level of accuracy.
  • Familiarity with Ontario’s post-secondary structure is preferred.
  • Bilingualism – French and English (spoken and written) is preferred.

Application Instructions

Please email your resume and cover letter to and use the position title as your subject line.

The deadline to apply is December 10th 11:59pm EST. Late applications will not be accepted. We thank you for your interest. Only those selected for further screening or an interview will be contacted.

Additional testing may be required.

ONCAT is committed to providing an inclusive and barrier-free recruitment process to applicants with accessibility needs in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you require an accommodation during this process, please inform ONCAT of your requirements.

ONCAT welcomes qualified applications from persons with disabilities, Indigenous peoples from North America, including First Nations, Metis and Inuit peoples, visible minorities (racialized) persons, and those who identify as women and/or 2SLGBTQ+. ONCAT supports an equitable, diverse and inclusive workplace.