Position Purpose
The Administrative Assistant provides general administrative and clerical support to the organization. The role involves coordinating departmental programs/activities, organizing meetings, document processing and ensuring proper file management systems.
The position includes a range of administrative services that are performed with a customer service focus, including booking appointments and scheduling meetings, maintaining filing systems and providing information, preparing reports, data entry, conducting data analysis, tracking/processing of staffing information, and maintaining contracts.
Responsibilities
Service
- Provide administrative support to management, programs/departments, staff and clients as required.
- Provide reception support.
- Receives, forwards and/or addresses requests for information from internal/external customers as required.
- Provide caller information about programs and referrals as required.
- As per department protocol, create client profiles/programs in Case Works data systems.
- Attend meetings, perform minute-taking, and distribute minutes to relevant persons as required.
- Ensure accurate duplication, collation and work processing for presentations, monthly reports, presentation materials and information packages.
- Word process correspondence, reports and program related materials as requested,
- Sort, record and distribute all incoming and outgoing correspondence including internal correspondence.
- Monitor the usage/supply of forms, stationery and design/request orders as necessary.
- Provide data entry support for reporting systems/programs.
- Monitor and advise Manager of requirements for office and program supplies.
- Provide administrative support for client activities such as orientation.
- Review documents/reports/information packages for accuracy and edit/organize for use / presentation.
- Prepare summary reports on program data, as required.
- Provide ongoing administrative support to relevant organizational activities/programs.
- Collaborate with supervisor to discuss job performance and establish professional goals.
- Engage in ongoing staff development and personal learning as agreed to in performance reviews.
- Other duties as assigned.
Organizational
- Conduct job responsibilities with a commitment to harm reduction, trauma- informed, women-centred and anti-oppressive practices.
- Abide by the Occupational Health and Safety Act, and work in a manner that is safe, reporting incidents immediately to direct supervisor.
- Adhere to the policies and procedures of The Jean Tweed Centre.
- Perform other duties as assigned in order to meet the overall goals and objectives of The Jean Tweed Centre.
- Maintain a client service orientation including learning about/addressing client needs and concerns.
- Work collaboratively including respect others, sharing information, consulting and celebrating shared successes.
- Demonstrate accountability by holding self responsible and following through on commitments.
- Support inclusion and equity by respecting others, embracing diversity and addressing oppression.
- Commit to continuous learning through professional development, giving and receiving constructive feedback and applying new skills.
Requirements
Qualifications
- Post-secondary Diploma in Business Administration or Office Administration.
- Proficiency in Microsoft Office Suite, e.g. Word, Excel, PowerPoint and Publisher.
- Minimum of 2 years of work experience in an office environment.
- Ability to pay attention to details.
- Ability to handle interruptions and work pressure.
- Ability to learn new concepts, theories and procedures.
- Ability to relate to others tactfully, courteously and respectfully.
- Ability to work well in a team or group.
- Demonstrated enthusiasm in professional development and/or actively pursuing personal development opportunities.
- Good verbal and written skills.
- Excellent customer service skills.
Working hours are Monday - Friday 12pm-5pm
Holiday and extended working hours as needed