CharityVillage

Legal and Labour Relations Services Assistant 

(External Posting)


The Canadian Association of University Teachers (CAUT) is seeking to fill the one-year limited-term, full-time position of Legal and Labour Relations Services Assistant.


CAUT is a progressive labour and professional organization representing more than 72,000 faculty, librarians, researchers, academics, and general staff at 124 universities and colleges. It promotes the economic and political interests of its members, advances the standards of the profession, and seeks to improve the quality and accessibility of post-secondary education in Canada.  


Reporting to the Director of Labour Relations Services & General Counsel, this position provides high-level and detail-oriented administrative and clerical support to the Legal Services and Labour Relations team. The incumbent has experience providing support to a team of legal and/or labour relations professionals.


Duties and Responsibilities 

• Tracks, enters data into, and maintains assigned databases.
• Prepares, updates and maintains accurate file summaries for workload charts.
• Tracks and coordinates payment of invoices to suppliers and/or members.
• Prepares layout of, reviews and proofreads reports, letters, correspondence and other documents, using word processing, spreadsheet, database, or presentation software. 
• Stores electronic documents according to the protocols of the document storage system and maintains and organizes the files of the section. 
• Coordinates and participates in regular team meetings to ensure alignment on goals, progress against priorities, and two-way communication.
• Compiles documents for legal cases, conferences, meetings, forums, meetings, training, and other similar events, in electronic formats and/or printed and arranged in binders.
• Handles internal and external requests for information.
• Schedules meetings/conference calls and takes minutes during meetings.
• Coordinates and prepares the mailing of documents.
• Provides logistical support during major events.
• Adopts new tools and systems as relevant to the role.
• Adheres to established processes and quality control systems for administrative workflow and recommends enhancements to improve quality or efficiency.
• Answers phone calls and email, and response or re-directs, as necessary.
• Other related duties as assigned by CAUT management.

Hours & Location 

• Full-time position, 35 hours per week. 
• May be required to work overtime on occasion. 
• This position is not fully remote, with the incumbent currently expected to work at least 2 days per week from the CAUT office in Ottawa. 

Qualifications 

Education & Experience: 

• At least 3 years of experience in a similar capacity is required, preferably in a legal services environment.
• Experience in providing committee support, including organizing and supporting meetings, taking, or proofreading minutes is preferred, preferably in a legal services environment.
• Extensive experience using various computer programs such as Windows, Microsoft Office 365 Applications (Word, Excel, PowerPoint, Outlook, Teams, SharePoint), and Adobe.
• Previous professional experience working in an association, trade union, or not for profit is an asset.

Language Requirements: 

• Ability to work in both official languages at an advanced level is a strong asset; fluency in verbal and written English essential.

Knowledge, Skills, & Abilities: 

• Strong organizational skills with outstanding attention to detail.
• Ability to meet tight deadlines across multiple tasks.
• Motivated, proactive, and solutions focused with the ability to identify, anticipate, and respond to office needs.
• Skilled in providing excellent member services through clear communication.
• Ability to accurately record and archive committee discussions.
• High degree of professional ethics and integrity; operates with discretion in handling documents and enquiries.
• Ability to work cooperatively, collaboratively, and with tact as part of a team.
• Ability to work within established procedures and identify opportunities for improvements. 
• Ability to operate general office equipment.
• Efficient at using the Microsoft suite of products, including document storage, and other tools facilitating member data and internal and external communications. 
• Ability to work independently, prioritize workload, and demonstrate initiative in an environment with changing or multiple priorities and stringent deadlines.
• Ability to communicate verbally and in writing effectively throughout all levels of the organization.
• Ability to utilize discretion, initiative, and judgment in handling sensitive and confidential details.
• Understanding of and commitment to CAUT’s policies, practices and procedures and alignment with CAUT’s values and objectives, including social justice, equity, and human rights.

CAUT is committed to the principles of employment equity in hiring and in all of its employment practices and seeks to diversify its workforce. Aboriginal People, people with disabilities, people who identify as LGBTQ2S, racialized people, and women are actively encouraged to apply.

Compensation and Benefits:

This position has been classified as Category ADMSS in the Collective Agreement between CAUT and COPE Local 225.  The current hire rate for this category as of July 1, 2024, is $71,403.00.     

The position supports work-life balance through hybrid work and generous paid leave including five (5) weeks of vacation per year, sick and personal days, summer hours (half and full Fridays off in the summer), and winter holiday closure between December 22 and January 1. In addition, the position is eligible for excellent benefits including extended health and dental benefits, disability and life insurance, employee and family assistance, a defined contribution pension plan with 11.5% employer contributions after six (6) months of employment, and various employer paid learning and development opportunities.


How to Apply:

Interested candidates should submit their applications by 5:00 PM on October 20, 2024, via CAUT’s Career Centre at www.caut.ca/careers. The position will remain posted until filled. 

All applications must be addressed to the Executive Director including a cover letter and resumé demonstrating how the candidate meets the job requirements. 

All applications will be treated confidentially. Only those candidates selected for an interview will be contacted.