Project & Administrative Specialist

Project & Administrative Specialist
Ontario Colleges Library Service (OCLS)

Employment Type: Full-time, Permanent (37.5 hours/week)
Location: Remote (Ontario-based)

Our Organization
OCLS is a not-for-profit organization funded by the Ministry of Colleges and Universities to support Ontario’s 24 colleges and their libraries. With a well-established reputation for service excellence, OCLS is trusted by college libraries to deliver high-quality services and expertise that foster system-wide efficiencies, cost savings, and capacity building.

Our reputation is rooted in and sustained by the skills, knowledge, and commitment of the extraordinary individuals who make up our team. Join our close-knit, collaborative environment and help us deliver meaningful shared services to Ontario’s college library system.

To learn more about our mission, values and services, visit the OCLS website or read our Strategic Plan.

Your Opportunity
OCLS is seeking an organized, proactive, and detail-oriented Project & Administrative Specialist to support our Corporate Services team in delivering strategic initiatives and maintaining daily operations. In this multifaceted role, you will help advance priority projects, while handling the day-to-day administrative functions that keep our organization running smoothly.

You will work closely with the Director of Corporate Services and senior leadership to support the governance activities of OCLS, including preparation for Board and committee engagements. If you thrive on juggling competing priorities, creating efficient systems, building meaningful relationships, and exercising sound judgment in a collaborative environment, this role offers the perfect opportunity to showcase your skills and initiative.

Key Responsibilities
Project Coordination

• Support internal projects by tracking timelines, preparing documentation, facilitating communication across teams, and coordinating meetings and follow-ups.
• Collaborate with colleagues across the organization to ensure alignment and steady progress toward shared goals.

Administrative Operations

• Provide day-to-day administrative and operational support to ensure the smooth functioning of corporate services, including calendar management, document formatting, digital filing, vendor tracking, and supporting internal and client-facing events and logistics.
• Assist in the planning and preparation of organizational communications such as newsletters, internal guides, and training materials.

Governance Support

• Coordinate Board and committee meetings, including scheduling, agenda preparation, minute-taking, and records management.
• Monitor key governance timelines and support compliance activities, including filings and adherence to relevant legislation.

Information Management & Organizational Support

• Support effective knowledge management, information access and retention practices across the organization.
• Contribute to enterprise risk reporting, track corporate contracts and policies, and support related compliance efforts.
• Manage updates to the website and intranet.
• Participate in additional services and special projects as assigned, demonstrating flexibility and initiative in response to evolving organizational needs.

What You’ll Need
The qualifications and attributes listed below are highly desirable but not necessarily mandatory. In your cover letter, please share how your background, experience, and skills make you a strong fit for this role.

Education & Experience

• Postsecondary diploma or degree in Public or Business Administration, Nonprofit Management, or a related field—or an equivalent combination of education and relevant experience.
• Minimum of 3 years’ experience in project coordination, administrative support, or a governance-related role.
• Experience supporting board and committee meetings, governance documentation, and regulatory compliance.
• Familiarity with Enterprise Risk Management (ERM) is an asset.
• Experience working in or with libraries, or the post-secondary education sector, is an asset.
• Fluency in French is an asset.

Skills & Attributes

• Excellent organizational and time management skills with the ability to prioritize competing deadlines.
• Strong verbal and written communication skills adaptable to a range of stakeholders.
• Strong attention to detail and accuracy in document creation, formatting, and record-keeping.
• Sound judgment, discretion, and political acuity in handling sensitive and confidential information.
• Proactive and self-directed approach to work, with the ability to act independently within established frameworks.
• Demonstrated analytical, research, and problem-solving skills to support project planning and continuous improvement.
• Collaborative and diplomatic interpersonal skills to work effectively across teams, with leadership, and external stakeholders.
• Commitment to delivering high-quality customer service, with responsiveness, professionalism, and a solution-oriented mindset.

Technical Proficiency

• Proficient in MS 365 (Outlook, Word, Excel, PowerPoint, SharePoint) and Adobe Acrobat.
• Comfortable using project/collaboration tools such as Confluence, Asana, MS Teams, and Loop.
• Technologically proficient with the curiosity and confidence to explore new digital tools to streamline workflows and enhance productivity.

Why Join OCLS
At OCLS, our team is our strength, and we invest in their well-being, growth, and success.

• Competitive compensation commensurate with experience. The hiring range for this position is $70,000-$78,000 per annum.
• Remote work environment with occasional in-person opportunities for team building, networking, collaboration, and mentoring.
• Comprehensive and generous health benefits, including dental, vision care, massage therapy, acupuncture, psychotherapy and more.
• Support for professional development through workshops and courses.
• CAAT defined benefit pension plan.
• Commitment to healthy work-life balance:
  • A minimum of 3 weeks of vacation per year.
  • A summer “compressed work” program.
  • Generous personal leave.
  • 5 additional paid OCLS closure days, including office closure during the year-end holidays.
• Health and wellness support, e.g. TELUS Health Employee and Family Assistance Program (EFAP).
• Wellness and Ergonomic stipend for home office maintenance.

Additional Information
OCLS welcomes applications from qualified candidates residing anywhere in Ontario who are legally eligible to work in Canada. We are committed to building a diverse and inclusive team. We strongly encourage applications from individuals who will help diversify staff, including, but not limited to, Indigenous Peoples, racialized persons, persons with disabilities, people of all sexual orientations and gender identities, and those from equity-deserving communities.

OCLS is an equal opportunity employer and is committed to inclusive, barrier-free recruitment and selection processes. Accommodation is available throughout the hiring process upon request, to ensure full participation of all applicants.

Position Start Date
September 2025

Application Deadline
Applications must be received by 5:00 pm on Monday, July 28, 2025.