Coordinator, Knowledge & Business Systems Management, Business Innovation & Operations Management, Client & People Services - 12 Month Contract (Hybrid, Toronto)

JOB PURPOSE

Coordinates the activities of the KBSM team, ensuring these are efficient and standardized processes in place. The Coordinator, KBSM supports the team by maintaining best practices in information management, acting as a centralized resource, and facilitating effective administration for help the team support the lines of business. The role involves advanced use of Microsoft Office and SharePoint, with knowledge of Azure DevOps considered an asset.

QUALIFICATIONS

• Requires completion of a 3 year college program in any discipline.
• Requires a minimum of 3-4 years of related experience in a regulatory or other multi-stakeholder, legal environment.
• Solid understanding of the Law Society's mandate, the issues that affect the Society and the legal community.
• Project management, and training experience are considered assets.
• Proficiency in Microsoft Office Suite / 365 (Word, Excel, PowerPoint, etc.).
• Proficiency with spreadsheets, database applications, content management systems, e-mail and Intra/Internet.
• Accuracy with numbers and data analysis.
• Exceptional knowledge of SharePoint and its various use cases.
• Experience with and administration of Azure DevOps is considered an asset.
• Project coordination, prioritization, and time management skills.
• Interpersonal, oral, and written communication, and presentation skills.
• Organizational and multitasking skills with attention to detail.
• High attention to detail and consistent follow-up on issues when required.

Client / Customer Service Planning

ñ Coordinates and supports all team projects and communications through standardized and transparent processes to ensure effective and efficient outcomes.
ñ Establishes and applies consistent administrative best practices for activities such as meeting scheduling, agenda preparation, event planning, logistics, communications, data analysis, and reporting.
ñ Executes administrative work under general supervision to achieve immediate and short-term results, including timely coordination of tasks, data management, reconciliations, and preparation of routine reports and documents.
ñ Maintains and enhances the KBSM SharePoint site, project documentation, and the LSO Operations Azure DevOps site, ensuring best practices for libraries, metadata, permissions, version control, and streamlined information sharing.
ñ Collaborates with stakeholders, including the Client Service Centre, Policy, Information Technology, and the other Business Innovation & Operations Management teams, to manage the Program Hub Page content.
ñ Maintains a centralized calendar for KBSM, tracking meetings, events, workshops, training sessions, milestones, and retrospectives.
ñ Establishes and oversees reporting protocols for KBSM projects and benchmarking activities.

Client / Customer Service Delivery

ñ Serves as the first point of contact for KBSM, managing and escalating inquiries as needed and drafting routine correspondence.
ñ Prepares drafts of documentation, including presentation materials, surveys, newsletters, reports, summaries, and memoranda, with guidance from the Manager and team members.
ñ Proofreads and formats materials produced by KBSM, such as learning resources, newsletters, and training documents, to ensure accuracy and consistency.
ñ Conducts research and environmental scans, compiles findings, and prepares due diligence for review.

Financial Responsibility

ñ Orders supplies and processes team expenses as required.
ñ Monitors expenses and invoices for discrepancies, reports issues to the Manager, and tracks accounts payable to ensure timely payments in line with contract terms.
ñ Collaborates with the Manager to draft Master Agreements, Statements of Work, and Requests for Quotation or Proposal.

Team Membership

ñ Builds trust through collaborative relationships with Business Innovation & Operations Management (BIOM), Information Technology, and external service providers while delivering organizational support.
ñ Liaises with the Manager and other teams as needed to support team initiatives.
ñ Contributes to continuous improvement by identifying process gaps, collaborating with the Manager to develop solutions, and documenting processes, policies, and procedures to ensure consistent implementation of best practices.
ñ Supports team members by providing clarifications, reminders of deadlines, and assistance with tasks and deliverables.
ñ Undertakes special projects as assigned to further team objectives.

The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office. The specific application of this will be communicated to applicants contacted during the recruitment process.