The Professional Institute of the Public Service of Canada
The Professional Institute of the Public Service of Canada
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Coordinator - National Representation (NPO)

Vacancy

Division: Labour Relations Services

City: Ottawa, ON

Type of position: Hybrid with desk sharing

Job Term:  Permanent Full-time (35 hours per week) 

Union/Non: IAM local 3011

Eligibility: Applicant must either be a Canadian citizen or a resident eligible to work in Canada

Competition: 25-11

The Professional Institute of the Public Service of Canada (PIPSC), a national union representing over 70,000 professionals and scientists across Canada, is seeking a Coordinator to join our National Representation team at our National Office in Ottawa.

PIPSC/IPFPC is committed to building an inclusive workplace where diversity of thought – and of people – are recognized, valued, and considered essential to achieving our goals and objectives. We are making concerted efforts to foster a workforce that is representative of our diverse membership. We strive to create a work environment that is welcoming to everyone regardless of their gender, age, religion, race, ethnicity, and nationality, particularly equity deserving groups, such as members of the IBPOC, 2SLGBTQIA+ communities, and people living with disabilities. 

All qualified candidates will be considered; however, in support of achieving a diversified workforce we encourage applications for this opportunity from candidates belonging to one of the employment equity groups: Indigenous peoples (First Nations, Metis or Inuit), peoples of colour or persons with a disability.  Consideration will be given to a qualified candidate who, at the time of application, voluntarily indicates being part of these groups.

What can I expect to do in this role?

Under the direction of the Director, Labour Relations, and the functional supervision of the Manager, National Policy Office, and the day to day guidance of the Team Lead, National Representation, the Coordinator - National Representation (NPO), is responsible for providing operational support to the national representation team on a number of  projects pertaining to national labour relation issues, policy grievances and member cases, including Phoenix files. The Coordinator works in a fast-paced, high volume environment centered on member services and representation.  

Primary responsibilities:

  • Organize and maintain files and records; sort and distribute correspondence, indicate priorities, and assist with the preparation of reports.
  • Ensuring that all relevant case information and documentation (related to member cases, policy grievances and other national representation issues) is accessible, updated and maintained, following proper filing systems, databases and protocols for centralized access.
  • Working closely with other teams to redirect files to appropriate sections within the Institute.
  • Monitoring deadlines and providing operational support  related to grievances, submissions, and NPO files, ensuring that all deliverables are completed on time.
  • Monitoring and prioritizing important emails and associated tasks assigned to the team, to ensure timely follow-up.  Responding to urgent and time-sensitive emails and calls.  Responding to enquiries and convey relevant information to internal and external clients.
  • Meeting regularly with Manager and/or Team Lead, National Representation, to help plan, organize and track work and deliverables. Providing administrative support services as needed. 
  • Collaborating and participating in the maintenance and continual improvement of administrative manuals, standard procedures and other work tools and resources.  
  • Participating in multi-disciplinary teams assigned to special projects and working collaboratively with employees in other sections. Acting as liaison between Institute teams and sections, as may be required, to ensure the flow of information related to national scale projects.
  • Performing preliminary review of member cases and identifying documents and information required for full case assessment and processing by team members and assisting in the administrative preparation of grievances for filing.
  • Extracting, compiling, maintaining and distributing trending case information into statistical reports and summaries. Seeking information on and note trends of emerging issues for review and action by other team members, the Team Lead and/or the Manager.  
  • Recommending modifications to workflow processes and data management systems used by the team for efficient and effective data capture, manipulation, and reporting as well as efficient and effective member case or policy grievance processing.
  • May be required to provide administrative support to various committees as directed.
  • May be requested to undertake other related duties on a periodic basis,

Knowledge and Experience Requirements 

Education / Experience: 

  • Completion of a 2-3 year community college program in administration or a related field of study and 
  • Two (2) to three ( 3) years of  experience in performing administrative duties, or 
  • An equivalent combination of education and experience.  

Language requirement:

  • Fluency in both official languages (French and English) is an asset.

Skills and experience required:

  • Strong Organizational Skills: Ability to manage multiple tasks efficiently and coordinate various administrative functions in a fast-paced, high-volume environment.
  • Communication Skills: Excellent written and verbal communication skills to interact effectively with colleagues, union members, and external stakeholders.
  • Attention to Detail: Strong ability to maintain accurate records, organize documents, and meet deadlines consistently.
  • Proficiency in Office Software: Experience with Microsoft Office, Google Suite, and potentially specialized software for document management and communication.
  • Interest in Public Policy: Genuine interest in the public sector and union advocacy, with an understanding of key issues affecting public service workers.

Compensation Package

  • Salary Range: $65,679 to $82,098 (G3)
  • Group Benefits: Health, Dental, life Insurance and disability Insurance
  • Pension Plan: Defined Benefits
  • Vacation: 4 weeks per year, plus other generous paid leave
  • Paid Time Off: December 27th to 31st

Note 

Preference will be given in accordance with the provisions of the Collective Agreement for the IAM Local 3011 bargaining unit.

How to apply

Applications must be submitted by email to staffingofficer@pipsc.ca, no later than 4:00 pm (Est) May 1, 2025.  Please include Competition #25-11 in the subject line.

Submit a cover letter and resume tailored to the qualifications outlined in the job posting. Your documents should include specific examples that clearly demonstrate how you meet the requirements of this position, as your application will be evaluated based solely on the information provided.

If you require accommodation for a disability during the recruitment process, please contact us with your details. Our Staffing team will respond within 48 hours, and all information related to accommodation requests will be handled confidentially.

We are committed to creating an inclusive, psychologically safe, harassment-free, and accessible work environment, starting from the recruitment process.

We thank all applicants for their interest. However, only those selected for an interview will be contacted.