Administrator, Policy And Communications

The Association of Ontario Midwives (AOM) advances the clinical and professional practice of Indigenous and registered midwives in Ontario. We are seeking an Administrator, Policy & Communications, to join our dynamic and progressive organization.

Reporting to the Director, the Administrator is responsible for supporting the administrative work of the Policy & Communications team, including supporting advocacy and communications initiatives such as working to close the gender pay gap; supporting committees, work groups, and task forces through booking meetings, minute taking and tracking action items; providing member service including answering questions and connecting members with resources; submitting financial expenses; and organizing meetings and calendars.

This is a part-time permanent position of 3 days (21 hours) per week.

Starting Salary:$46,479 to $58,098 per year, depending on qualifications and prorated to hours worked.

Interested candidates can submit a cover letter and resume to Anna Ianovskaia [email protected] the subject heading“Administrator, Policy & Communications”by12:00 p.m.onAugust 7, 2023.

The AOM is committed to inclusive and accessible employment practices. We welcome and encourage applications from individuals who reflect the broad diversity of communities with which we work. The AOM welcomes applications from people with disabilities and, as such, if you require an accommodation to fully participate in our application or hiring processes appropriate accommodations will be provided as required. Please [email protected] your request.

The AOM is a pro-choice organization, supporting reproductive choice and access to abortion care. This position offers an excellent and dynamic work environment that promotes collaboration and professional development. The organization strives to provide an environment that promotes work life balance.

Applications will be held confidential, shared with the selection committee only, and be used only for the purposes of selection for this position.

For more information, visitwww.ontariomidwives.ca.

Due to the anticipated number of applications, we regret that we can only reply to those candidates who will be selected for an interview, but we thank all applicants for their interest in this position.

General Program Administration and Coordination Responsibilities

• Administers the department’s privacy requirements and record retention as directed by the respective AOM policies
• Under the direction of the Director or Manager, coordinates departmental human resources recruitment and orientation activities
• Orders, tracks and receives, and maintains program/department resource materials
• Provides senior administrative support and coordination of activities to the Director,e.g. planning and preparing correspondence and reports; travel and accommodation requirements, expense reporting, proofreading, scheduling, formatting written material, photocopying, filing, etc.
• Enhances member involvement in the Association by providing support to related Committees, Work Groups and Task Forces, and other meetings as required, specifically by scheduling meetings, preparing, collecting and distributing meeting materials, arranging for catering and technical equipment, operating virtual meeting software, taking and distributing minutes, collating member feedback on materials, and maintaining member lists and records.
• Supports other teams with administrative work during periods of exceptionally high workload or during temporary admin staff absences
• Professionally responds to and / or redirects enquiries from members, stakeholders, providing resources and information about department specific programs.
• Provides other administrative support to the department as assigned
• Reviews and edits department resources for gender inclusive language, spelling or other errors and liaises with communications staff to request and finalize changes
• Assists staff and committee members in the preparation and registration for educational events
• Manages scheduling and coordinates travel arrangements and prepares travel expense forms for department staff
• Proactively monitors and updates the AOM website as assigned
• Organizes and packages department materials for external events and presentations
• Assists with external reporting to funders as required
• Prepares reports, presentations and related material
• Contributes to the development and refinement of department and program related procedures
• Provides back up for front desk coverage as scheduled by the Director, Finance and Operations
• Processes invoices, keeps track of expenses for review with program manager
• Attends committee, work group, task force and member meetings inperson and / or virtually as required in order to keep knowledgeable and aware of key activities andto generate and distribute minutes and provide proactive assistance with follow-up; and tracks attendance for the purpose of processing stipends.
• Under the direction of the manager, designs, edits and disseminates surveys to support the department’s data collection
• Coordinates website content and revisions with team and with communications staff
• Retrieves and organizes information, collates feedback and prepares files for upcoming meetings.
• Coordinates team meetings

Position Specific Responsibilities:

• Provides administrative support to Comms officer, including but not limited to: monitoring relevant news alerts and notifications; reviewing website analytics; disseminating online bulletins and newsletters; generating database reports
• Coordinates the logistical requirements for member meetings including: working with the Policy Manager to ensure effective scheduling and coordination of meetings; providing up-to-date materials to AOM staff and Board members attending meetings; providing technical and logistical support in the lead up to and during meetings; and analysis of member attendance and budget tracking
• Provides training and ongoing resource development for reception coverage staff
• Professionally responds to and / or redirects enquiries from media
• Collates and disseminates member and public communications as assigned
• Coordinates promotional brochure and poster mailings to Midwifery Practice Groups and other external organizations, including budget and resource numbers tracking
• Performs other relevant tasks as assigned

Key Competencies

• Able to work independently on own initiative as well as in a team environment
• Excellent organizational, time management and planning skills
• Experience with or an interest in midwifery is an asset
• Able to display a high degree of discretion in dealing with sensitive documents and information
• Able to manage multiple projects simultaneously and meet deadlines
• High degree of commitment to member service
• Strong interpersonal skills, including maturity, diplomacy and an ability to foster productive professional relationships with staff and stakeholders
• 3 year College Diploma or Bachelor’s degree or equivalent
• A high degree of attention to detail
• Strong communication and conflict resolution skills