Program Administrator

• Triage function of incoming correspondence to the Director’s office (email, mail, faxes); ensure that it is directed to the appropriate person in IT Support;
• Responsible for timely delivery of all correspondence and/or requests from IT Support to the DG office and corporate services;
• Send documents for translation and ensure documents are received by due date indicated in request;
• Processing of invoices, overtime, training applications, leave authorization and acting requests (this is a high volume); this can require coordination with all 29 sites across the country where IT Support has staff;
• Maintain a BF system for all overtime claims and training applications;
• Maintain taxi chit inventory;
• Liaise with other organizations (HRB, CAS) on behalf of IT Support;
• Ensure IC processes and policies are followed for HR, procurement, finance;
• Schedule and coordinate meetings;
• Setup teleconference equipment for weekly management meetings;
• Coordinate with the IT service desk for a bridge set up for video conferencing as required;
• Organize and distribute electronic and hard copy documentation  for meetings;
• Coordinate weekly management meetings for IT Support, including follow up on action items and outcomes;
• Prepare binders for the OSM meetings;
• Coordinate external visitors as required;
• Send email to corporate services to receive TAN for all IT Support employees; follow up as required;
• Call Travel AcXess Voyage to organize flight arrangements using my TIN and employees TAN number;
• Book hotels;
• Book transportation (train, car rental);
• Fill out pre-approval form for staff without blanket authority; ensure signatures are completed in a timely manner;
• Complete the claim form and ensure all policies are adhered to;
• For any claims completed outside the NCR, ensure processes and policies are followed (i.e. review all forms to ensure hotels and vehicles are on the standing offer, ensure all receipts are accounted for and dates are correct, etc.);
• Provide assistance when employees are inquiring on how to complete travel forms through the Shared Travel Services system;
• Send original copies to corporate services for processing;
• Build list to track which documents have been received;
• Provide status reports to the DG office on percentage completed;
• Manage paper documents (prior to them being sent to corporate services) and ensure they are accessible to Team Leaders as required;
• Gather all documents and send to corporate services;
• Liaise with HRB for IT Support Management on a number of issues (coordination of letters of offer, actings, labour relations issues and files, etc.);
• Prepare packages for staffing processes to be used by members of the evaluation board;
• Coordinate candidate arrivals for interviews;
• Review any requests for procurement to ensure proper policies (i.e. 3 quotes) and processes are followed before forwarding to Director for approval;
• Receive requests for office supplies and/or hardware requirements;
• Send email to Director for approval;
• After approval send email to corporate services for processing;
• Distribute items accordingly;
• Ship items to regional offices;
• Processes other items to be shipped to the 29 regional offices as required;
• Fill out wireless product form for upgrades and/or products.

WORKING ENVIRONMENT

• Operational IT support environment
• Senior

Typical duties may include :

• Planning, developing, managing and delivering specific well-defined public-directed program, projects and services;
• Initiating and maintaining contacts with representatives of other departments, other levels of government, industry, public sector organizations and associations, special interest groups, and the public;
• Analyzing trends and developments in major high profile projects;
• Monitoring program activities against legislative and policy requirements to ensure compliance.

Minimum Mandatory Qualifications

Education:

• Secondary school diploma is required;
• Certificate, diploma, or degree in a relevant field, from a recognized post secondary institution is required;
• Completion of a graduate degree in a relevant field, from a recognized post secondary institution may be required.

Experience:

• Minimum of five (5) years of relevant experience is required.