Senior Administrative Assistant

Job city: 
Job region: 
Greater Toronto Area
Application Deadline: 
Monday, October 21, 2019 - 11:45pm
Job terms: 


COSTI is a multicultural organization providing settlement, employment and language training services. For more information about COSTI, please visit our website at


  • Provides confidential senior level administrative support services to the Human Resources Department
  • Manages communications, including mail, telephone calls and e-mail messages, and provides assistance using independent judgement to determine those requiring priority attentions
  • Provides support and acts as a resource to the Human Resources Department and provides follow up to assignments given to management staff
  • Provides status reports on projects and other matters, tracks issues; prepares meeting packages and agenda, action lists, and minutes
  • Responsible for data integrity for the Microsoft Dynamics NAV HR module
  • Administers and posts all job vacancies and maintains COSTI’s job board website, distribution database, including advertisement, print and web media
  • Maintains competition files for all job vacancies from the opening of the file to the closing of the competition
  • Composes correspondence, reports and presentations
  • Ensures documents prepared by HR staff are in keeping with agency standards
  • Researches, compiles, reviews and summarizes data from reports and documents
  • Prepares statistics charts and background documents as necessary
  • Maintains, monitors and tracks changes to Human Resources related reports and databases in Excel
  • Responds to general HR inquiries via telephone, in person or via email
  • Prepares and monitors employee hiring documents including contracts, benefit entitlement and mandatory training
  • Utilizes Web Apps to assign tasks and monitors its completion
  • Prepares, monitors and consolidates agency health and safety data i.e monthly inspections, training certifications, meeting minutes and skype meetings
  • Prepares and maintains all Union reporting documents including seniority reports, monthly status report, and pension enrollment
  • Coordinates scheduling of new employee orientation sessions and prepares related materials
  • Coordinates and organizes special projects, including the annual staff conference, agency training initiatives, and recognition programs


  • Bachelor of Arts in Administrative Studies, or three year Community College Diploma in Office Administration or related business diploma
  • Minimum of three (3) years’ experience working with an HRIS system integrated with payroll and finance with online features e.g. time entry, attendance management
  • Experience working with Ceridian, ADP, UltiPro, or other HRIS/EPR systems. Preference will be given to those with experience with Microsoft Dynamics NAV
  • 2016 including training front line staff using NAV on-boarding dashboard procedures, scheduling and attendance management
  • Minimum of three (3) years’ experience providing executive or senior level administrative services within a unionized environment
  • Demonstrated advanced computer skills are required in Microsoft Office 2013 with emphasis on Excel (e.g.VLOOKUP’s) Access, and internet/intranet
  • Demonstrated typing skills at 60 words per minute
  • Experience applying Collective Agreements, organizational policies & procedures, along with familiarity with Employment Standards
  • Well-developed verbal and written communication skills in English. The ability to speak another language is an asset
  • Demonstrated ability to communicate ideas and issues clearly, concisely and accurately to a diverse target audience
  • Demonstrated success in contributing to effective teamwork coupled with the ability to work independently in a high pressure demanding environment
  • Positive approach to managing relationships and problem solving
  • Proven ability to work within a multicultural setting
  • Highly developed organizational skills and detail oriented

Please note that a written and technical assessment will be administered to demonstrate both written and planning skills as well as proficiency with MS Office applications and Outlook at an advanced level.

This is a full time non-Union position scheduled to work 35 hours per week.
Start date: November 4, 2019
Salary range: $51,010 to $57,033 per annum + Benefits
Location: 1710 Dufferin Street, Toronto

How to Apply:

If you are interested, please quote Reference 100-19 and send your resume with a cover letter to:

Manager, Staffing & Orientation
COSTI Immigrant Services
1710 Dufferin Street
Toronto, Ontario M6E 3P2


Fax: 416-658-8537

COSTI encourages applications from individuals reflecting the diversity of our community. COSTI is committed to fair and accessible employment practices and when requested, will make reasonable effort to accommodate people with disabilities during the recruitment and assessment processes when filling positions.

Thank you to all applicants for their interest in COSTI. However, only candidates selected for an interview will be contacted. No telephone inquiries please.