Administrator, Continuing Professional Development, Professional Development & Competence; Hybr

OVERVIEW

JOB PURPOSE:

Supports the Director and CPD team in delivering high-quality educational programs and resources that advance the organization’s competence mandate. Establishes and updates administrative processes, assists CPD Managers with meeting priorities, invoice processing, communication efforts to improve departmental workflows, monitoring progress for departmental projects, and research and planning. Assists with reporting requirements, benchmarking, financial results updates, and liaises internally with other LSO departments to track and maintain efficiencies and deadlines for cross-departmental and cross-divisional work.

• Requires completion of a 3-year college program in Administration, Business, or a related discipline.
• Requires a minimum of 3 years’ experience in general administration in the legal profession or a related environment.
• Professional knowledge:
  • Professional office practices to support executive positions.
  • Knowledge of Law Society practices, procedures and protocols.
• Technical skills:
  • Microsoft Office Suite / 365 (Word, Excel, PowerPoint, etc.).
• Competencies:
  • Customer service skills.
  • Negotiation skills with tact and diplomacy.
  • Analytical and problem-solving skills.
  • Project coordination, prioritization, and time management skills.
  • Business acumen and data-driven decision-making.
  • Interpersonal, oral, and written communication, and presentation skills.
  • Organizational and multitasking skills with attention to detail.
  • Relationship Management.
  • Ability to work independently and as a member of a dynamic and integrated services team.

Client / Customer Service Delivery

• Coordinates communications, schedules, and information flow on behalf of the Director with managers, senior leadership, Benchers, stakeholders, the public, and other external contacts.
• Responds to internal inquiries regarding CPD programs and activities.
• Maintains a regular schedule of meetings for Director and CPD Managers, and for team meetings, including all‑department meetings, gatherings, and milestones.
• Handles arrangements for CPD hoteling offices, and coordinates for in‑office schedules, as needed. Promotes the efficient use and professional appearance of CPD offices.
• Maintains departmental files and records in accordance with established protocols and retention requirements. Assists with long‑term record keeping and project tracking with departmental projects (internal and cross‑departmental) to promote timely responses and collaborative work.
• Supports the Director and CPD Managers in managing supplier administration, including contract management, vendor selection, invoice tracking, payment processing, and preparation of purchase orders for Contract Counsel, marketing vendors, production services, program delivery, and general office needs.

Financial Responsibility

• Compiles statistical data and financial reports on departmental costs and expenditures for review and discussion for review and action by Director and Managers.
• Reconciles expenses for partnered or joint programs and arranges for remittance of payment / revenue sharing, as needed. Processes purchase orders, purchase requisitions, and other finance‑related documentation, ensuring all expenses comply with departmental policies, procedures, and financial controls.
• Assists Managers and CPD staff with preparing and processing expense reports and invoices. Highlights opportunities for cost savings and resource efficiency from regular review of invoice payments in department teams.
• Works with Managers to coordinate services with vendors and suppliers to ensure timely and cost‑effective delivery. Assists Managers with maintaining good vendor relationships.
• Maintains departmental office supplies and oversees the efficient operation of office equipment.

Team Membership

• Collaborates closely with the Finance Department by addressing process and procedure inquiries, resolving issues, and supporting continuous workflow improvements.
• Collaborates closely with the IT Department and Facilities Department to address process and procedure inquiries, resolve issues, and support continuous workflow improvements.
• Works with the CPD Managers to…