Facility Services and Capital Planning Administrative Coordinator

Location: London, ONT

The Thames Valley District School Board (TVDSB) is the fourth largest school board in Ontario and a major employer in one of Canada’s fastest growing regions. Our inclusive and diverse board serves 83,000 students and employs nearly 12,000 staff across the City of London, Elgin, Middlesex and Oxford Counties, Chippewas of the Thames First Nation, Munsee-Delaware Nation and Oneida Nation of the Thames. We offer competitive benefits including a pension program and comprehensive mental health and well-being support. Best of all, every role at TVDSB directly supports the success of children and families in YOUR community. Join TVDSB to build each student's tomorrow, every day!

Facility Services and Capital Planning Administrative Coordinator

DEPARTMENT: Organizational Support Services, Facility Services

JOB GROUP: 2

SALARY RANGE: $ 59,149 - $78,225

HIRING RANGE: $ 59,149 - $75,493

DATE OF VACANCY: As soon as possible

APPLICATION DEADLINE: 2026 June 09

POSITION SUMMARY

The Facility Services and Capital Planning Coordinator supports the daily administrative functions of the Facility Services and Capital Planning Department in a highly confidential and frequently changing environment. The incumbent provides an executive level of support to the Controller and Managers (4) and is expected to take independent action to support the portfolio.

DUTIES AND RESPONSIBILITIES

• Primary contact for the public and school administration for facility services and capital planning related items
• Provide executive level communication for both internal and external clients
• Provide administrative support to the department including coordinating and scheduling meetings, training sessions, vacation management, and professional development, organization, researching and creating reports, budget tracking, preparing agendas, and taking meeting minutes
• Coordinate and track documentation related to health and safety compliance, certifications, inspections, and legislative requirements (e.g., OHSA-related records, contractor documentation, compliance reporting).
• Maintain centralized records to support audits, inspections, and regulatory reviews.
• Provide exceptional customer service by resolving problems, providing direction and/or solutions to various parties within the organization and create correspondence to employees
• Provides communication support to the department during emergencies and other urgent situations
• Provide back up support as required within the Facility Services and Capital Planning Department
• Obtain data and provides analysis of key departmental processes
• Prepare professional correspondence
• File and retrieve corporate records, documents and reports
• Coordinate training and certification for Facility Services staff, including records retention
• Coordinate and provide training materials, manuals and work instructions related to Facility Services
• Other administrative tasks and responsibilities as required

WORK PERFORMED

• Receive, address, document, resolve and/or follow up as necessary for all inquiries as the primary point of contact between internal and external customers, with redirection as required in the absence of the Controller and Managers
• Arrange various meetings, prepare agendas, and take minutes, including following up on action items
• Coordinate travel, accommodations, and registration for conferences/meetings
• Verify TVARRIS entries and vacation schedules
• Prepare and maintain information regarding staff absences, vacation, overtime and evaluations
• Process transportation and other expenses
• Review, reconcile and update/process Purchasing Card details monthly for purchasing card holders
• Monitor budget accounts and refer concerns to the Controller
• Order and maintain office equipment, uniforms, supplies, literature and other items as required
• Prepare the departmental newsletter on a monthly basis
• Maintain the Facility Services and Capital Planning SharePoint website with contact information and department information/documentation
• Maintain the various Facility Services and Capital Planning pages of the TVDSB website
• Provide administrative support for attendance area and other accommodation reviews
• Verify details, create and post job vacancies internally and externally as required
• Collect and screen applications
• Administer, proctor and mark applicant skill assessments
• Prepare interview materials and new employee packages
• Organize interview, testing and assessment sessions as required
• Complete reference checks for employees as requested
• Arrange rooms/virtual setup for interviews, testing and documentation sessions
• During periods of high volume, may be tasked with supporting recruitment and onboarding functions in collaboration with Human Resources
• Assist with onboarding set up for new staff (e.g. cell phone, laptop) and coordination of IT access
• Other related responsibilities as assigned

QUALITIES/SKILLS/SPECIALIZED KNOWLEDGE

• Ability to problem solve issues, multi-task, prioritize, maintain confidentiality and exercise sound judgement in stressful situations
• Proficient in Outlook 365, MS Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, and Docusign
• Payroll and accounting knowledge
• Experience with K212, TVARRIS, and other Board software
• Excellent interpersonal and communication skills (verbal and written)
• Ability to work well independently and as part of a team
• Ability to maintain confidentiality and manage sensitive employee information

EDUCATION/EXPERIENCE

• Successful completion of a two (2) year post-secondary program in Business or equivalent
• Three (3) years of related work experience
• Proficient computer skills utilizing Microsoft Office Suite is required

Please note it is the responsibility of the applicant to ensure that the application is received by Human Resources on or before the deadline date.

Please note that this posting is for an existing vacancy.

Thames Valley does not utilize any assistive technology in the recruitment and selection process.

The recruitment process requires a criminal background check for work with vulnerable persons. In accordance with regulations, this will be an ongoing expectation of employment for TVDSB employees every five years of employment.

This position will be posted outside the jurisdiction of the Association of Administrative Professional and Support Personnel; however, first consideration will be given to permanent members of AAPSP.

If you were educated outside of Canada, you must have your certificates and/or diplomas or degrees assessed against Canadian education standards. This will enable you to provide proof of Canadian equivalency when applying for a job. The Alliance of Credential Evaluation Services of Canada is a membership organization that offers fair and credible academic credential assessment services in Canada. (NOTE: This is different from translating credentials into English).

The Thames Valley District School Board is committed to equity and inclusion in the recruitment of qualified staff who reflect and support the diverse perspectives, experiences and needs of our students and school communities. The Thames Valley District School Board seeks to ensure that all recruiting processes are non-discriminatory and barrier-free and will provide accommodations to applicants in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Please inform the Human Resources team member indicated below of the nature of any accommodation(s) that you require.

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Joy Lee, Staffing Specialist, Human Resources

We thank all applicants, however, only those selected for an interview will be contacted.