Roles and Responsibilities:
Reporting to the Director of Regional Operations, the Operations Administrator is responsible for the office management and administrative functions of the organization. The Operations Administrator provides generalized administrative support for Southern Alberta Regional Victim Serving Society (SARVSS). This position is part of a team of Centralized Professional Support Staff (CPSS) that perform the core administrative functions of the organization.
Duties of this position include:
Integral part of CPSS:
- Administrative duties as a core member of the CPSS team, including attending meetings, forums, and presentations, as required.
- Provide information and support to the leadership team.
- Support the establishment of controls for filing and information management systems and development of policies and procedures to continuously improve existing systems.
- Organize and coordinate various staff, client, and committee meetings for the SARVSS, as required.
o Secure meeting space and/or set up remote meeting technology.
o Compile and distribute meeting documentation including the agenda, reports, and presentation materials.
o Attend meetings as required.
Program Support:
- Assist with reviewing and entering victim referral information into the authorized case management system/an electronic format, as delegated by the Director of Regional Operations and Operations Managers.
- Coordinate and track requests for user ID set-up, system, and database access, including logging requests, and liaising with IT or designated system administrators to ensure timely and appropriate access approvals.
- Assigning files in conjunction with the Supervisors.
- Assist with administrative coordination of fleet vehicle maintenance and scheduling.
Communications:
- Assist in the preparation, design and distribution of emails, letters, organizational forms, reporting templates, program materials, organizational updates, newsletter etc.
- Prepare and distribute internal and external communications, as required.
- Support the operations by editing and formatting proposals, contracts, reports, minutes, and other documents, as required.
Information Management:
- Develop and maintain an electronic filing system for corporate records, including meeting minutes and policy and procedure manuals
- Provide administrative support to the CPSS during the annual review and approval cycle of operational policies and procedures, including tracking, formatting, and document management
- Organize, update, and maintain hard copy and digital files and archives.
- Assist with the administrative collection and coordination of records for requests made under applicable privacy legislation, in accordance with direction from leadership
Finance Support:
- Ensure timely submission of expense claims and P-card reconciliation for the CEO and other members of the CPSS and front-line service delivery team.
- Support the procurement of contracts and purchase orders for contract services (e.g., software, maintenance services etc.).
Human Resources Support:
- Administer and support the new hire and onboarding process for new employees, including the completion and timely submission of requests for computers, software, and telephones.
- Orient new staff to central office and assist them in setting up their workstations and computer access.
- Coordinate training for operations staff by:
o Subscribing operations employees to internal and external course offerings.
o Managing and tracking employee training records.
o Providing updates and feedback to managers on training status.
Administration/ Office Management:
- Perform clerical and administrative duties, including reception, answering the telephone, greeting visitors, check incoming email, and responding to and/or redirecting inquiries/communications.
o Develop protocol for ensuring communications are responded to within appropriate thresholds (e.g., phones are answered immediately).
- Monitor and maintain office supplies and equipment inventory.
- Arrange, coordinate, and maintain office services and equipment, including liaison with technical support providers.
o Coordinate and support the resolution of staff IT concerns by liaising with the IT team, as needed.
o Coordinate maintenance, furnishings, telecommunications, and disposal requests.
Other:
- Pursue continual learning by participating in educational opportunities such as in-services and training programs (internal and external).
- Assist with staff wellness and engagement. Work with the staff social committee and operations team to support staff engagement and wellness, including celebrating milestones and connecting staff in a time of remote working through remote and in-person events.
- Maintain up-to-date knowledge of victim management/security protocol for head office location.
- Maintain functional knowledge of provincial legislation and processes.
- Be helpful, respectful, approachable and team oriented, building strong working relationships and a positive work environment.
Qualifications:
Minimum of 2 years of post-secondary education in in Office Administration, Business Administration, or a related field from a recognized post-secondary institution (degree or diploma) or equivalent experience.
and
Minimum of 3 year's experience in an administrative role or equivalent experience.
Note: Equivalencies of a combination of education and directly related experience may be considered to meet the minimum requirements.
Assets:
- Strong time management and organizational skills with the ability to prioritize job responsibilities and manage high volumes of information effectively, particularly as this role supports multiple team members.
- Familiarity with non-profit organizations.
- Ability to develop and maintain records management systems.
- Highly developed written and verbal communication skills with the ability to be confident, clear, respectful, and sensitive.
- Must be tolerant, non-judgmental with a high degree of compassion and empathy towards individuals from diverse communities and backgrounds, including those who may have experienced significant trauma (e.g., addictions, abuse etc.).
- High level of integrity and dependability with a strong sense of urgency and results oriented.
- Proven ability to maintain the confidentiality of information and records.
- Ability to work effectively with minimal supervision.
- Demonstrated ability to achieve results in the context of a respectful, inclusive, and service-minded style.
- Computer literacy, including effective working skills of MS Office (e.g., MS Word, Excel, PowerPoint, SharePoint and Outlook etc.) and videoconferencing platforms and willingness to learn other technology platforms for process improvements.
Additional Requirements:
- Enhanced criminal record check for the vulnerable sector is mandatory for all new hires. This check must be current and clear, completed within 90 days of the hire date.
o Note: As part of our recruitment process, we initiate the enhanced criminal record check. Therefore, candidates are advised not to pursue security clearances independently.
- RCMP security clearance (reliability check) may be required.
- Valid class 5 driver’s license (or provincial equivalent).
- Online Victim Services Training, including Cultural Safety will be provided upon commencement.
Salary: $43,000.00-$46,000.00/year - base salary plus a benefits package and RRSP.
Pay: $43,000.00-$46,000.00 per year
Benefits:
- Dental care
- Extended health care
- Vision care
Ability to commute/relocate:
- Airdrie, AB: reliably commute or plan to relocate before starting work (required)
Application question(s):
- In this role, obtaining an enhanced reliability security clearance through the RCMP is a crucial requirement. Are you comfortable with undergoing this process?
Licence/Certification:
- Driving Licence (required)
Work Location: In person
