Executive Support to the Officer of Trustee Services

at  HamiltonWentworth District School Board

PASS Grade 2 $56,877 to $64,015
A bout the Board
The Hamilton-Wentworth District School Board (HWDSB) is committed to learning, equity, engagement and innovation. We are guided by our vision, Growing Together, the mission that every student experiences a sense of belonging and engages in dynamic learning to reach their potential and build their own future, and our values of Compassion, Dignity, Trust, and Joy to guide our daily work and ensure that we honour the unique identities and needs of all. Proudly serving a community of approximately 50,000 students in the City of Hamilton and surrounding area, HWDSB operates across 80 elementary schools, 13 secondary schools and 1 Adult Learning Centre, in addition to providing support and service to approximately 8,800 staff members.
Staff Wellness
At HWDSB, staff wellness is a priority. We are committed to co-creating and fostering an environment where staff feel safe, valued, and supported. We are continuously striving to support the needs of our diverse community and actively work to foster and maintain a culture of human rights.
Our holistic Staff Wellness program has been designed to support employee’s well-being in all dimensions of health. As one part of this comprehensive program, all staff as well as their dependents have access to free and confidential supports through our Employee and Family Assistance Provider (EFAP), in addition to many other program components.
About the Role
Reporting to the Officer of Trustee Services the incumbent will provide confidential administrative support to the Officer of Trustee Services in support of the Board of Trustees to ensure the smooth operation of the day-to-day operations relevant to the Board.

QUALIFICATIONS :

College diploma/certificate in Office Administration or related field of study.
Minimum two years of relevant experience in an administrative support role.
Comprehensive knowledge of Ministry of Education, Board policies and procedures.
Thorough knowledge and understanding of the Board’s Mission, Annual Plan, policies, and directives.
Thorough knowledge and understanding of the Board’s Equity Action Plan.
Demonstrate an anti-oppressive/anti-racist understanding and be responsive to the needs and interests of diverse associates.
Demonstrated commitment to working in a diverse school community and/or work environment.
Ability to provide a welcoming environment and engage ethically with Indigenous families and staff while respecting Indigenous Cultural Safety.
Excellent written and verbal communication skills, attention to detail and high-level multi-tasking abilities, demonstrated proficiency in minute taking.
Exceptional organizational skills including the ability to adapt to changes in priorities, assignments, and other disruptions on a day-to-day basis.
Highly developed interpersonal skills with an emphasis on teamwork, conflict resolution and client service.
Advanced level of proficiency using Microsoft Office and web meeting tools (Adobe).
Availability and flexibility to work outside of regular business hours (evening meetings and events) required based on system needs.
Deadline for submission is 4:00pm on Friday, March 8, 2024 . Applicants who are short-listed for this position will be invited for an in-person interview at the HWDSB Education Centre (wheelchair accessible). If you require accommodation, please notify us in advance and we will work with you to meet your needs as HWDSB is committed to providing accommodation throughout the recruitment and selection process, based on any human rights protected grounds.
Employment Equity Statement
Hamilton-Wentworth District School Board (HWDSB) is committed to building inclusive learning and working environments where students see themselves reflected in the curriculum, staff population, physical surroundings and the broader community.
HWDSB’s mission is to empower students to learn and grow to their full potential in a diverse world. Guided by this mission, HWDSB strives to build a workforce that embodies the values of human rights, equity, diversity and inclusion, while reflecting and welcoming the diverse and distinct identities, experiences and needs of our students and our communities.
HWDSB seeks qualified candidates who share our commitment to equity and inclusion, and who will contribute to the vision of creating inclusive and equitable outcomes. HWDSB especially invites and welcomes applications from:
Indigenous Peoples (e.g., First Nations, Métis and Inuit peoples).
Members of groups that commonly experience discrimination due to race, ancestry, colour, religion and/or spiritual beliefs, or place of origin (e.g., Black and racialized communities, immigrant communities, etc.).
Persons with visible and/or invisible (physical and/or mental) disabilities.
Persons who identify as women.
Persons of marginalized sexual orientations, gender identities, and gender expressions. (i.e., Two-spirit and LGBTQIA+).
As part of HWDSB’s commitment to employment equity and removing barriers to groups that have faced and continue to face barriers in employment, we invite all applicants to complete a voluntary questionnaire that collects identity-based information. The voluntary questionnaire is on the Apply to Education application page for this position.
HWDSB is committed to providing accommodation throughout the recruitment and selection process, based on any human rights protected grounds. If you require accommodation, please notify us in advance and we will work with you to meet your needs.
Land Acknowledgement
HWDSB is located on ancestral Anishinaabe and Haudenosaunee Confederacy land as determined by the Dish with One Spoon treaty. The Dish with One Spoon wampum belt represents the treaty relationship between the Haudenosaunee Confederacy and Anishinaabe with respect to sharing the land and resources there on. The intent of this agreement is for all nations sharing this territory to do so responsibly, respectfully and sustainably in perpetuity. We respect the longstanding relationships with the local Indigenous communities, the Mississaugas of the Credit First Nation and the Six Nations of the Grand River.
Applicant Self-Identification Form
The information collected on this form is used to monitor HWDSB’s progress toward our equity goals including our commitment to diversity in HWDSB recruitment and hiring practices. We are committed to the security and confidentiality of information under our control, and to the protection of privacy with respect to personal and confidential information that is collected, used, disclosed and retained in the system (Policy 1.6 - Privacy). Information on this form is collected pursuant to Ontario’s Education Equity Action Plan (Ministry of Education) and in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Access to this form is restricted to specific individuals in Human Resources. The Research and Analytics Department will use aggregate data from all the forms (not individual data) for internal reporting. Their access and use of the data is governed by MFIPPA and ethical research practices. Applicant Self-Identification Forms will be maintained in the Human Resources job competition file and securely destroyed 1 year after the job posting for candidates not selected for an interview and 6 years after the job posting for candidates interviewed, in accordance with general records retention principles. If you prefer not to answer any of the questions, you can select “prefer not to answer”. This in no way affects your application or the applicant selection process. If you have questions or concerns about this form please contact humanresources@hwdsb.on.ca

Provide administrative support for trustee meetings and events. Record and transcribe committee reports and minutes from meetings for Board.
Provide support with meeting preparation which includes but not limited to: catering requisition, room, preparations and distribution of meeting materials.
Prepare all invoices for both the Director’s office and Trustee Services for payment by verifying the expense, allocating the correct account code, preparing requisitions through Sparkrock, sharing costs between departments, creating cheque requests.
Maintain Trustee expenses for submission to Accounts Payable Department.
Responsible for all conference and event registration for Trustees and Student Trustees. Co-ordinate the booking of space and caterers. Send condolence messages out on behalf of the Board. Handle all supply and equipment requisitions for the Director’s Office and Trustees offices.
Provide back up support to the Officer of Trustee Services and/or Executive Assistant to the Director when required.
Other duties as assigned.