Executive/Governance Coordinator

ONCAT Careers

 Executive / Governance Coordinator


Location: Toronto, Ontario, Canada

Type: Full-time

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

Salary Range:  $55,500 to $65,000

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 postsecondary 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 have 3 to 5 years of experience with Board governance or Executive Director support, we look forward to hearing from you as ONCAT is looking for an experienced Executive / Governance Coordinator.

Reporting to the Operations Director and Executive Director, the incumbent provides executive and administrative support to ONCAT’s management team, coordinates ONCAT’s event & meeting planning activities and resources, and supports the day-to-day facilitation, operation and management of ONCAT’s workplace by implementing administrative systems, procedures, and policies.

Key Responsibilities

Executive and Governance Support

  • Maintains Executive Director’s schedule.
    • Sets up meetings, organizes travel itineraries and schedules according to priorities.
    • Confirms agenda items to determine Executive Director’s role in meetings and manages internal communications to ensure preparedness.
  • Organizes and schedules Board meetings, including booking pre-Board meetings with the Executive Director and Co-Chairs.
  • Remains highly organized to efficiently coordinate Board and committee meetings. Attends and records minutes for the Board and committees to ensure they are conducted in accordance with relevant governance standards.
  • Organize ONCAT’s Annual General Meeting, including scheduling, finding appropriate contacts for voting member institutions, and sending out all communiques.
  • Provides Executive Director support by maintaining a filing system and organizing packages for the Executive Director prior to stakeholder meetings.
    • Provides information to stakeholders and prepares necessary documentation.
    • Directs stakeholders to appropriate resource persons.
    • Assesses need for intervention of other resources and arranges meetings as necessary.
  • Provides administrative support as required to the management team.
  • Ad hoc projects as assigned.

Events, Project and Office Management

      • Manages a diverse range of events, such as workshops, meetings and presentations.
        • Contacts participants and books meeting rooms.
        • Coordinates scheduling registration and assists with preparation of agenda, distribution of materials and post event surveys.
        • Runs webinars for ONCAT’s teams (e.g. ONTransfer Fair, Research webinar).
        • Attends meetings and takes minutes, as necessary, and follows up on decisions within area of responsibility.
      • Provides meeting support to ONCAT’s committees, assisting with scheduling and stakeholder communication.
      • Provides meeting support to PCCAT and their website committee, including taking minutes at Board meetings.
      • Coordinates materials for events sponsored and/or attended by ONTransfer.ca.
      • Arranges travel and accommodation, as necessary, for the Executive Director and ONCAT staff to attend conferences, events, meetings and functions.
      • Supports the operation of the ONCAT office space, ensuring staff have appropriate supplies.
      • Maintains a record of ONCAT’s key contacts.

Education and Experience

  • Community college diploma; Bachelor’s degree preferred.
  • 3 to 5 years working experience as an administrative assistant or office coordinator in customer service, office management and maintenance (preferably in a non-profit or educational environment) combined with experience supporting executive leadership.
  • Excellent verbal and written communication skills.
  • Ability to exercise substantial discretion and deal with highly sensitive and confidential information.
  • Demonstrated ability to work independently and work collaboratively in a team environment.
  • Strong teamwork and team building skills with an ability to build and maintain effective working relationships at all levels of the organization and with external stakeholders and vendors.
  • Fluency in French is an asset.

Application Instructions

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

The deadline to apply is December 6th 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.