At Law Society of Ontario we believe in the importance of a collaborative and supportive work environment that provides high quality and professional service to the public, lawyers and paralegals, and other stakeholders. 

We are always on the lookout for exceptional individuals who are ready to make a meaningful impact, innovate and grow with us.  Our offering:

• We value each member of our team and invest in your professional learning and development.
• We provide access to the resources needed to support professional growth , mental health and well-being is a priority.
• Our competitive compensation package includes a defined contribution pension plan, health and dental benefits plan and a robust Employee and Family Assistance Plan (EFAP).
• Our progressive employment policies, high levels of employee engagement and the impressive architecture and beautiful grounds of the historic Osgoode Hall, there are many reasons to work at the Law Society.  

We hope you will consider joining the Law Society! 

JOB PURPOSE:

Coordinates the activities and projects of Licensing and Accreditation (L&A) on behalf of the Director. Working with Managers, manages information and ensures efficient and standardized processes. Provides confidential administrative and office coordination services to the Director, Licensing and Accreditation, including financial administration, contract and procurement coordinator, and vendor communication. Coordinates the activities in support of the development of departmental procedures, processes, tools, and programs and ensures the department remains on track to achieve departmental goals (e.g., lawyer and paralegal licensing processes, special projects, ongoing departmental workplan, and Office of the Fairness Commissioner requirements). Supports the team by maintaining best practices in information management.

QUALIFICATIONS REQUIRED:

• Requires completion of a 2 year college program in  Business, Administration, Legal Studies, Arts, English or a related discipline.  
• A Law Clerk designation or equivalent training is required.
• Project management certificate is an asset.
• Minimum of 5 years of experience providing administration, project coordination and financial administration, preferably in a legal / regulatory environment.

Professional Knowledge:

• • The Law Society’s services, mandate, rules, and regulations.

Technical Skills:

• • Microsoft Office Suite / 365 (Word, Excel, PowerPoint, etc.).
  • Proficiency in 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

Competencies:

• • Customer service skills
  • Analytical and problem-solving skills
  • Project coordination, prioritization, and time management skills
  • Interpersonal, oral, and written communication, and presentation skills
  • Organizational and multitasking skills with attention to detail
  • Mathematical acumen
  • Ability to review contracts, financial statements, and budgets for variances
  • High attention to detail and consistent follow up on issues when required
  • Editing and proofreading skills.

Client / Customer Service Delivery

• Establishes and applies consistent administrative best practices for activities such as meeting scheduling, agenda preparation, event planning, logistics, communications, data analysis, and reporting; follows up on outstanding matters that may affect adherence to timelines.
• 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.
• Maintains and enhances L&A’s SharePoint sites, ensuring best practices for SharePoint libraries, metadata, permissions, version control, and streamlined information sharing.
• Prepares drafts of documentation, including presentation materials, surveys, newsletters, reports, summaries, and memoranda, with guidance from the Director and team members.
• Liaises with service providers to obtain and disseminate information with respect to ongoing contracts or other projects and assists with problem resolution.

Project Coordination

• Coordinates and supports all team projects and communications through standardized and transparent processes to ensure effective and efficient outcomes.  Projects may include department-wide process mapping, transition to SharePoint, and ongoing projects to meet the requirements of the Office of the Fairness Commissioner.
• Supports team members by providing clarifications, reminders of deadlines, and assistance with departmental tasks and deliverables.
• Monitors departmental projects, deadlines, and initiatives.
• Maintains a centralized calendar for L&A, tracking meetings, events, workshops, training sessions, milestones, and retrospectives.
• Maintains project, resource, and task management trackers and calendars, follows up on outstanding tasks, and provides operational support to department Managers.
• Establishes and oversees reporting protocols for L&A projects, initiatives, surveys, and benchmarking activities.
• Acts as a liaison across internal teams to ensure alignment and collaboration.
• Ensures the department meets best project management practices on an ongoing basis with respect to its processes and special projects.

Financial Responsibility

• Assists the Director to develop and monitor budgets and assists with procurement activities. Participates in the budget development process and monitors day to-day expenditures and revenues for the program within established guidelines; escalates budget variances to the Director.
• Assists the Director for finance-related tasks across the department, such as contract management and tracking, procurement-related activities, purchase requisitions and purchase orders, expense management, and corresponding independently with third-party vendors.
• Prepares financial documentation, compiles statistics and monthly accounting reports, maintains attendance records for the director, and liaises with Finance representatives.
• Acts as a key resource in L&A for all finance-related tasks, including contract management and tracking, procurement-related activities, purchase requisitions and purchase orders, expense management.
• Corresponds independently with third-party vendors to ensure the department stays on its budget target.
• Monitors departmental supply and equipment budgets. Coordinates departmental, event and project resources, and tracks related expenses in collaboration with program coordinators.

Team Membership

• Works closely with other department members to share information and ideas, provide assistance, contribute knowledge, and ensure work accuracy, timeliness, and quality.
• Demonstrates flexibility and commitment to the team to maximize resources.
• Engages in continuous performance improvement regarding own and departmental work processes and procedures.
• Proactively shares information with respect to improving existing and/or identifying new opportunities for programs, services, and initiatives.
• 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.

The Law Society of Ontario is an equal opportunity employer that is committed to diversity and inclusion. We welcome applications from persons representing the diversity of our community. We are committed to creating an accessible, barrier-free and inclusive workplace and are committed to continuing compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Please make any requirement you may have for accommodation during the recruitment process known when contacted.

If you are unable to apply to this position due to the requirement for an accommodation of any kind, please email us at hr@lso.ca or call 416-947-3475. We appreciate all interest and will directly contact candidates under consideration.

The Law Society of Ontario does not use Artificial Intelligence (AI) tools to screen, assess, or select applicants during the hiring process at present.