Senior Administrative Assistant

Job Summary

Provide comprehensive administrative support to the Community Development Services management and program teams, ensuring smooth day-to-day operations within our department and Centre Responsibilities include managing calendars, coordinating meetings, preparing correspondence, and supporting strong team communications.

The ideal candidates will have proven experience in an administrative role, strong organizational skills, and the ability to work effectively both independently and as part of a large multidisciplinary team.

Job Specific Responsibilities

• Provide administrative and secretarial support to the CDS Management team (Director and Managers).
• Coordinate all administrative activities for the assigned program area : prioritizing, developing filing systems, photocopying and faxing, meeting coordination and minute taking as required, facilitating internal communications and ensuring appropriate communication mechanisms are maintained, developing systems to ensure efficiencies, maintaining team schedules, and developing and maintaining active mailing lists for the program area.
• Promptly and appropriately respond to client / community inquiries with a high degree of professionalism as an ambassador of PQ in all interactions
• Able to respect confidentiality and use sound judgment when determining the extent of information given when referring pressing matters to appropriate staff
• Prepare correspondence and other documents from written copy for all assigned Program staff.
• Support the team members with trouble shooting and responding to administrative issues
• Maintain efficient computerized information system as it relates to office and program requirements.
• Provide training and on-going support to staff regarding computer software applications.
• In consultation with program staff, prepares public relations materials for assigned programs.
• Assists the assigned staff by maintaining, tracking and forwarding statistical information, travel claims, payroll and timesheet information and invoices to appropriate staff for approval and payment.
• File documents, following established corporate filing procedures, pertaining to assigned Programs.
• Provides back-up support to the General Receptionist as required.
• Supervise casual / junior administrative staff in their program area as necessary.
• Performs other related duties as assigned.

Common Responsibilities

• Working in a manner that preserves confidentiality and seeks to minimize risk in keeping with Privacy and Confidentiality Policies and Procedures.
• Working in a manner that incorporates health promotion and recognizes the determinants of health.
• Incorporating and strengthening collaborative and interdisciplinary teamwork.
• Respecting and valuing the diversity of communities and individuals.
• Contributing to the Centre’s activities to collect, analyse and report on data and relevant information, and participate in research.
• Maintaining competence, and where applicable, a professional licence to practice.
• Supporting the Centre’s student and volunteer placement programs.
• Promoting awareness of and participation in Centre activities.
• Contributing to the Centre’s work by participating in meetings and committees.
• Working during both regular and extended hours of operation in locations identified by the Centre.
• Contributing to the Centre’s practices of hiring, orienting and training of staff.
• Contributing to the Centre’s efforts to secure and maximize resources for current and new programs, services and activities.
• Participating in the Centre’s efforts to enhance its capacity through staff development.
• Working in a manner that supports the Centre’s Occupational Health and Safety Policies and Procedures.

Qualifications

• Secondary school diploma and post-secondary training in office administration, or a related program or an equivalent combination of experience and education.
• Three to five years of administration support experience, preferably in a human service organization.
• Ability to provide direction and supervision to junior administrative staff.
• Knowledge of operating systems and basic system troubleshooting is essential with word processing and desktop publishing software.
• Ability to train and support staff in office computer systems.
• Knowledge of health and social services as appropriate to the program area.
• Ability to work independently and as a member of an administrative support team.
• Ability to work flexible hours.
• Fluency in English essential; knowledge of French and / or other languages an asset.
17 days ago