Job Description

June 24, 2025

M.A.S.S. NOTICE OF VACANCY

Position: Office Supervisor - Director's Office


Salary Range: Band 5: $75,503.00 - $90,040.00


Location: Director's Office, J. W. Singleton Centre


Work Schedule: 35 hours/week, 12 months/year


Effective Date: As Soon As Possible







Position Summary:


Reporting to the Director of Education and Associate Director of Education, the Office Supervisor provides professional office administration and management support to the Director of Education and Associate Director in all administrative and operational matters, including scheduling, correspondence and communication with internal and external partners; monitoring and reconciliation of budgets and accounts; coordination and implementation of special Board events; and support for the Director's Office day-to-day operations including assistance for the Board of Trustees.


As the front-line contact for the Director of Education and Associate Director, this role demands confidentiality, the ability to work independently to multi-task, prioritize and problem-solve, and manage matters in an efficient, tactful and supportive manner as a collaborative team player within the Board.







Key Responsibilities:


Coordination of day-to-day operational matters including scheduling meetings with internal and external groups (Ministry, parents, community groups, etc.); related arrangements; managing and coordinating online calendars The development and management of written materials including correspondence, reports, committee agenda and materials; and confidential reports as required by the Director/Associate Director Monitoring and maintenance of budgets and tracking of spending trends for accounts within the Director's and Associate Director's office including reconciliation of departmental expenses, cheque requisitions, deposit of cheques/cash, creation of purchase orders, reimbursement submissions, and monitoring of mileage/expenses for Director/Associate Director Maintenance of all office equipment, files and records for effective functioning of office Directs and responds to all internal and external communications, inquiries, and concerns pertaining to the Director and Associate Director Development, coordination and implementation of system-wide special events including Student Excellence, Inspire Awards, staff meetings, fundraising efforts for corporate staff Serves as the Crisis Coordinator on the Crisis Response Team and acting as the main point of contact for the JWS Emergency Response Protocol Scheduling of onboarding sessions, coordinating with facilitators, booking meeting space, organizing professional learning in-service, tracking attendance, ensuring administrator registration, and recording attendance after each session. Tracks and approves the use of designated release codes assigned to each single-administrator school.




Qualifications:


College Diploma or Degree in Business Administration, or related field. Minimum of four (4) years of office administration experience in a complex multi-union and public-sector environment. Prior experience in a School Board setting is an asset. Understanding of all major software and online applications (e.g,. G-Suite; MS Office). Understanding of general finance and accounting principles. Ability to maintain the highest level of confidentiality while providing administrative support. Excellent managerial and organizational skills with an ability to multitask. Strong oral and written communication skills. High emotional intelligence and strong interpersonal skills. Customer service focused. Self-motivated; innovative. Highly effective time management skills with the ability to prioritize workload. Strong problem solving abilities. Ability to work independently and interdependently as part of a collaborative team. Proficiency in online and software corporate applications such as BAS, Trillium, iSYS and MVal an asset. Familiarity with understanding and interpreting Board Policies and Administrative Procedures. Familiarity with current educational issues, curriculum, and program at the local and provincial level, including Ministry of Education initiatives is an asset. Oral language proficiency in more than one language is an asset.




Applications, along with your resume and other supporting documents must be submitted through Apply to Education -

by by 4:00 pm on Monday, June 30, 2025

Job Category: Management & Professionals -

Job Code #

3960580

We thank all applicants for their interest in opportunities with the Halton District School Board. Contact will be made with applicants whose experience and qualifications most closely match the requirements of the position. Communication with short-listed applicants will be made through the email address provided on the applicants' Apply TEducation profile page. First consideration for posted vacancies will be given to qualified applicants from the employee group in which the vacancy occurs.



Applicant Self Identification Questions:


As part of the recruitment and selection function, the HDSB will collect voluntary self identification data from applicants in accordance with the Ontario Human Rights Code, HDSB's Teacher Hiring Practices Administrative Procedure, HDSB's Employment Equity Policy and Ontario's Anti Racism Data Standards:


Personal information on this form is collected under the authority of the Anti-Racism Act, 2017, S.O. 2017, c. 15, in compliance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56. In accordance with HDSB's Employment Equity Policy, personal information collected on this form will aim to achieve an inclusive, diverse and representative workforce. It works intentionally identify and remove barriers for equity-deserving communities at each stage of the hiring process. Encouraging diversity of the workforce in the school board is vital because the workforce should be reflective and representative of the community.


Although hiring policies must adhere the qualification requirements set out in applicable Regulations (eg. Regulation 298, "Operation of Schools - General") and any applicable collective agreement provisions, the Board recognizes the importance of the following when developing its selection and evaluation criteria:

valuing applicants' additional experience, lived experience, skills, backgrounds and perspectives; and granting first consideration, where the skills, ability, and qualifications of the applicants are relatively equal, applicants who self-identify as members of historically under-represented communities.
We encourage you respond to voluntary applicant self-identification questions. This data will inform our understanding of the diversity of our applicant pool as well as the progress of applicants throughout the hiring process. This data will inform our goals, strategies and actions and our progress towards creating and sustaining an inclusive and equitable workforce. Any information that you provide in response these questions will be referred to during the hiring process for this position, and will be shared with the hiring manager and/or committee members responsible for the hiring process.


The section includes questions from Ontario's Anti-Racism Data Standards (Standards, 2017). The Standards were established to help identify and monitor systemic racism and racial disparities within the public sector. The Standards establish consistent, effective practices for producing reliable information to support evidence-based decision-making and public accountability help eliminate systemic racism and promote racial equity (adapted from Ontario's Anti-Racism Data Standards, 2017). Questions about this collection may be directed to Deb DeBoer, General Manager of Human Resources at deboerd@hdsb.ca.



Accommodation:


Upon request, we will provide reasonable accommodations for candidates who have temporary or permanent disability, or otherwise require accommodations based on the protected grounds highlighted in the Ontario Human Rights Code in respect the recruitment and selection process.







Wellness:


The HDSB is committed to providing a respectful and healthy work environment.