Senior Administration / Operations Officer

Our client, the College of Kinesiologists of Ontario is currently seeking a highly organized, team oriented and self driven professional who thrives in a dynamic environment and is comfortable managing multiple responsibilities. The successful candidate will have a strong background in administrative and financial support, possess excellent communication skills and demonstrate the ability to work both collaboratively and independently with minimal supervision.

Reporting to the Director of Registration, the Senior Administration/ Operations Officer will provide a broad range of support across administrative, financial, governance and program areas and support the implementation of College-wide initiatives .

Key responsibilities include:

Financial and Administrative Support

• Maintain and manage day to day financial records including processing invoices, preparing payments for approval, and reconciling financial data with the registration system
• Process staff expense claims and coordinate with the College's IT support team as needed
• Provide back up administrative support across departments and assist in implementing risk management strategies to safeguard College assets and information
• Provide administrative support to the Registrar, including calendar management, scheduling correspondence, and coordination of activities
• Manage travel arrangements and accommodation bookings and prepare related expense claims for staff and volunteers
• Respond to general inquiries from the public and stakeholders

Council, Committee, and Governance Support

• Support Council and Committee meetings through preparation of materials, meeting coordination, and minute taking
• Coordinate the activities of the Quality Assurance and Patient Relations Committees including the drafting of agendas, preparation of minutes, liaising with committee members and coordinating peer and practice assessments. The individual will also be responsible for training of assessors and the scheduling of assessments.
• Maintain accurate records and ensure compliance with legislative requirements under the RHPA, including the posting of relevant disciplinary outcomes and registration status changes.

Policy, Quality Assurance and Research

• Maintain up-to-date knowledge of the Regulated Health Professionals Act, 1991 (RHPA), the Kinesiology Act, 2207, and other relevant legislation, regulations, and College policies and guidelines.
• Assist in the development, review, and maintenance of the College's policy framework
• Conduct research and analysis on policy issues; prepare recommendations in consultation with internal staff and external stakeholders.
• Interpret and provide guidance on existing policies to staff; assist in the development of new policies as required
• Collaborate with other regulators and sector partners to share knowledge and identify best practices
• Respond to general inquiries related to quality assurance from registrants

Communications and Public Engagement

• Assist in executing communications strategies, including preparation of materials for social media, public events, university visits and outreach activities
• Provide support to the College's Communications Officer in shaping public messaging and stakeholder engagement
• Collaborate with vendors and internal staff to develop business cases, presentations, RFPs, and evaluation reports

Required Skills and Qualifications

• Post Secondary education in Administration, Finance, or Office Management preferred
• Minimum of two (2) years experience in and administrative or finance related role
• Proficiency in Microsoft Suite, with strong expertise in Excel
• Strong ability to learn and work with new software and databases
• Excellent oral and written communication skills
• High attention to detail, sound judgment, and the ability to manage multiple priorities under tight deadlines
• Professionalism, initiative, and the ability to work with minimal supervision
• Expertise in a regulatory, not-for-profit, or public sector environment is an asset