Tribunal Coordinator

The Ontario Securities Commission (OSC) is the statutory body responsible for regulating Ontario’s capital markets in accordance with the mandate established in the provincial Securities Act and the Commodity Futures Act. The mandate of the OSC is to provide protection to investors from unfair, improper or fraudulent practices, to foster fair, efficient and competitive capital markets and confidence in the capital markets, to foster capital formation, and to contribute to the stability of the financial system and the reduction of systemic risk. This mandate is performed through policy, operational, and enforcement activities. The OSC also contributes to national and global securities regulation development.

We offer a diverse, fair, and flexible work environment and take pride in our challenging and rewarding work.

Summary
The Governance & Tribunal Secretariat is an advisory department of the Ontario Securities Commission that provides legal advice, support, and education to Adjudicators of the Capital Markets Tribunal and separately to the Commission’s Board of Directors. The Commission regulates Ontario’s capital markets by making rules that have the force of law and by adopting policies that influence the behaviour of capital markets participants. The Capital Markets Tribunal is an independent division of the Commission established by the Securities Commission Act, 2021. The Tribunal is the administrative tribunal that is assigned the power to conduct hearings under the Ontario Securities Act and the Commodity Futures Act and to independently determine all questions of fact or law in any proceeding before it under those Acts.
 

Reporting to the Tribunal Administration Lead, the Tribunal Coordinator is responsible for providing specialized administrative support services to the Capital Markets Tribunal and team members of the Governance & Tribunal Secretariat. Responsibilities are performed utilizing practical knowledge of work methods, procedures, practices, and routines and include scheduling and coordinating meetings, maintaining records, preparing standardized reports, statistics, and correspondence, responding to and triaging internal and external inquiries, and coordinating and tracking remuneration and expense submissions. This role provides Tribunal and departmental information and administers processes working in collaboration with other administrative professionals and Secretariat team members.

Key Duties and Responsibilities

Administrative Support

• Coordinate and manage calendar and email for management and/or team members independently, including scheduling of meetings, review, flagging/prioritization of email messages, and resolving issues using judgement gained through experience.
• Coordinate travel arrangements for internal management as required including booking airfare, accommodation, ground transportation etc., and ensuring costs are within prescribed budget and policy limits and initiating approvals for exceptions, as required.
• Screen and triage internal and external inquiries received by phone and email, applying standard and specific knowledge and experience to respond to routine and non-routine inquiries.
• Maintain specialized files and electronic manuals, applying technology and specialized experience for the department ensuring records management policies are followed.
• Provide back-up support for other administrative team members, and act as an informal resource as required.
• Provide orientation and guidance on administrative operating procedures.
• Identify opportunities and provide input and support for the streamlining of existing or development of new administrative procedures.
• Provide technical assistance to team members on system processes as a superuser, vetting, resolving, and escalating issues to IT as required.
• Support the administration of the Governance & Tribunal Secretariat functions.

Meeting and Event Coordination

• Coordinate recurring and non-recurring meetings, with moderate logistical complexity by canvassing internal and external stakeholders for availability.
• Planning and coordination of large and/or specialized meetings, presentations, and events as the administrative primary contact in collaboration with other administrative team members within the department and across the organization that occur one or more times per year.
• Provide support for the organization of mid to large size event logistics where some past precedents are available including: scheduling of boardrooms and external venues, distribution of invitations, registration tracking and follow up, response to general queries, ordering catering, formatting, printing and circulating of agenda and meeting materials, and coordinating technical requirements.
• Liaise with external service providers, as primary contact, to secure resources and book meetings for routine and non-routine requests.

Financial Tracking and Reporting

• Perform standard calculations to compile and report statistics.
• Prepare expense claim submissions for travel and training related expenses etc., as required.
• Review and reconcile invoices, resolve discrepancies, code, coordinate approvals, and submit for processing, as required.
• Track team expenses and training budget and provide updates to budget owner, as required.

Document and Report Preparation

• Prepare standard and specialized documents, notices, and materials according to Tribunal and Commission policies for internal and external stakeholders based on templates and general guidelines where some independent judgement is required to resolve issues relating to partial or conflicting information.
• Independently prepare reports and presentations by compiling content, developing charts, graphs and tables based on computation of statistical data, proof reading, formatting, and printing materials.
• Prepare standard and specialized documents, notices, and materials according to Tribunal and Commission policies for internal and external stakeholders based on templates and general guidelines where some independent judgement is required to resolve issues relating to partial or conflicting information.
• Research articles, publications and papers and prepare summaries of relevant information and key issues as background informational material for management and team members.
• Generate and compile reports from various systems and prepare charts and tables for quarterly and fiscal reports using established templates where some modifications may be required.

Qualifications

• Completion of a community college program in a related field or equivalent work experience is required in addition to relevant courses.
• Senior administrative support experience in a professional office environment including experience supporting management and team members at one time.
• Knowledge of Tribunal function, and familiarity with Tribunal policies, procedures and relevant legislation e.g. Securities Act as it applies to the Tribunal is an asset.
• Excellent organizational skills and demonstrated ability to manage time effectively, and to manage multiple and competing priorities.
• Effective interpersonal, communication (verbal and written), and relationship management skills, with demonstrated ability to deal with sensitive or confidential matters with discretion and tact.
• Strong attention to detail and effective problem-solving skills.
• Demonstrated customer service orientation and ability to work effectively both independently and in a team environment.
• Advanced proficiency in Microsoft Office applications including Teams, Word, Excel, and PowerPoint to extract, create and provide information/data and an interest in learning and applying new technologies.

Please note this opportunity is considered to be a business-critical role supporting the Governance & Tribunal Secretariat.

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We thank all applicants for their interest in the Ontario Securities Commission. We will contact those selected for an interview.

The OSC is committed to diversity and providing an inclusive workplace and providing accommodation in accordance with the Accessibility for Ontarians with Disabilities Act and the Human Rights Code. It is our priority to ensure employment opportunities are visible and barrier-free to all under-represented groups including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the 2SLGBTQI+ community, to achieve an employee demographic profile reflective of the demographic profile of Ontarians.

The OSC is a proud partner with the following organizations: Ascend Canada, BlackNorth Initiative, Canadian Centre for Diversity and Inclusion, and Pride at Work Canada

If you require an accommodation during the recruitment process, please let us know by contacting our confidential inbox [email protected].  
 

Visit Accessibility at the OSC to review the OSC’s policies on accessibility and accommodation in the workplace.