Administrative Support

Description

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A Rewarding Career at CASA Mental Health

Are you passionate about creating hope for children, youth and families? At CASA Mental Health, every role contributes to our vision of a community where all children and youth are empowered to thrive.

Job Details

Wage range: $23.34 to $27.58 per hour

Shift structure: Monday to Friday, 7.25 hours per day

Primary location: CASA Centre, Edmonton (Hybrid)

Union: In-scope

Classification: Administrative Support II

FTE: 1.0

Status: Temporary until June

About the Role

The Administrative Assistant - Clinical Outpatients provides strategic administrative support to Program Managers across CASA's outpatient clinical programs. This position plays a key role in supporting leadership coordination, multi-site operations, quality improvement initiatives and administrative systems development.

Working alongside Program Administrators and leadership teams, the Administrative Assistant helps ensure effective program operations through complex calendar management, meeting coordination, process improvement and organizational support. This role requires strong organizational skills, initiative, sound judgment and the ability to manage competing priorities in a fast-paced environment.

The Administrative Assistant - Clinical Outpatients will:

Leadership Coordination

- Manage complex calendars for Program Managers across multiple outpatient programs and sites.

- Coordinate leadership, management and multidisciplinary meetings.

- Respond to meeting requests and support scheduling priorities.

- Prepare meeting agendas, take minutes and distribute meeting materials.

- Coordinate team retreats, planning sessions and leadership events.

- Support managers in tracking action items and high-priority follow-ups.

- Assist with preparation of clinical updates and materials for leadership meetings.

Human Resources, Financial and Administrative Support

- Support recruitment activities in collaboration with the People and Culture team.

- Coordinate interview schedules and related logistics.

- Organize staff recognition initiatives and team engagement activities.

- Support communication between leadership and frontline teams.

- Prepare expense claims and Visa reconciliations.

- Coordinate vendor relationships, contracts and service agreements as directed.

- Support grant administration and reporting requirements.

Quality Improvement and Strategic Support

- Coordinate documentation and formatting for accreditation, audits and quality improvement activities.

- Support change management and implementation initiatives.

- Develop and maintain templates, trackers and standardized administrative processes.

- Assist with document management and shared drive organization.

- Support continuous improvement efforts that enhance operational effectiveness.

Operations and Multi-Site Program Coordination

- Act as a central point of coordination for outpatient program leadership teams.

- Support urgent scheduling changes and operational adjustments.

- Assist with inventory reconciliation and supply management.

- Coordinate travel arrangements, hotel bookings and related logistics as required.

- Support cross-program collaboration and operational efficiency across outpatient services.

Knowledge, Skills and Abilities

- Proficiency with Microsoft Word, Outlook and Excel.

- Excellent organizational, prioritization and time management skills.

- Strong attention to detail and accuracy.

- Excellent verbal and written communication skills.

- Ability to manage multiple competing priorities in a fast-paced environment.

- Strong analytical thinking and problem-solving skills.

- Ability to work independently with minimal supervision.

- Professional, courteous and collaborative approach when working with staff and stakeholders.

- Ability to maintain confidentiality and exercise sound judgment.

- Experience supporting quality improvement, accreditation or project coordination activities is considered an asset.

- Knowledge and experience working with children, youth and families who have experienced trauma is considered an asset.

- Knowledge and experience working with Indigenous communities and LGBTQ2S+ populations is considered an asset.

Qualifications and Experience

- Medical Office Assistant and/or Business Administration diploma/certificate required, or equivalent experience.

- Minimum of two years of related administrative experience, preferably within healthcare, mental health or human services.

- Experience supporting multiple leaders or programs is considered an asset.

- Medical Office Administration certification is considered an asset.

Conditions of Employment

- A satisfactory Criminal Record Check with Vulnerable Sector Search and Child Intervention Check. This will be the financial responsibility of the successful candidate.

- Ability to obtain and maintain Therapeutic Crisis Intervention (TCI) certification (training provided by CASA) and physical ability to perform interventions as required.

Working Conditions

- Manual dexterity to use mouse, keyboard and computer.

- Sitting and standing for extended periods of time.

- Must be able and willing to lift and carry up to 10 pounds.

- Travel between CASA sites may be required.

- Hybrid work environment with a primary work location at CASA Centre and in-person attendance based on operational requirements.

Your Well-Being Matters

At CASA, we know a career in mental health is more than just a job - it's a calling. That's why we support the people who make that care possible through competitive benefits, opportunities for growth and meaningful work that makes a difference.

What We Offer:

- Employer-paid health and dental benefits.

- Flexible Spending Account options.

- Defined contribution pension plan with employer match.

- Paid wellness days and holiday break in December.

- Paid time off for illness, bereavement, moving and education.

- Parental leave top-up benefits.

- Employee Assistance Program (EAP).

- Ongoing learning and development opportunities.

- Employee recognition and appreciation events.

Apply today to start making a difference for Alberta's children and families!

Your success matters to us. If there is anything we can do to make the application or interview process more accessible for you, please let us know via Isarta

Closing Date: June 17,

Please quote the following competition number in your application materials 26-