Catholic Social Services is currently seeking a Full-Time, 40 hours per week, Administrative Manager in EDMONTON to join our Children, Family, and Community Service Department. Delivering a wide range of administrative services and support, you are friendly, responsive, efficient, and motivated to lead your team in providing a welcoming environment for staff and guests at the McCaffery Centre.
This position has a weekly schedule of Monday to Friday, 8:30am-5:00pm and is 100% office-based.
Job Summary:
Office Administration:
Oversees the guest experience and ensures a personal, friendly experience for anyone coming into the office
Maintains a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety
Understands, supports, promotes, and adheres to the Agency’s vision, mission, values, and organizational ethics, and treats all persons with humility, compassion, and respect
Oversees office interactions, responding to requests and questions
Maintains office efficiency by maintaining appearance of common areas, organizing procedures, handling correspondence, managing filing systems, and overseeing supplies and equipment
Oversees the day-to-day activities of the office as the main point of contact in the reception area, keeping management informed of performance with routine and requested reporting
Provides direct administrative supports as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages, and updating contact database and employee list
Oversees and maintains office equipment for uninterrupted function, identifies and fulfills office supply needs, maintains and manages vendors, and coordinates food delivery as needed
Supports all aspects of the office’s space/infrastructure planning (moves, adds, and changes to workstations) and provides answers, resources, and solutions as requested
Provides supervision to administrative employees, approves time sheets, does performance appraisals, assists in hiring
Ensures appropriate supports are provided to Directors, Program Managers, Program Coordinators/Supervisors, Team Leaders, and other employees
Responds to general inquiries from communities, employees and clients
Monitors stationery, janitorial, kitchen supplies; reorders as required
Provides assistance on special projects as assigned
Schedule Management
Plans and schedules meetings, conferences, teleconferences, and travel ensuring critical deadlines are met
Establishes priorities, coordinating administrative workflow and meetings, and maintaining calendars ensuring schedules are followed and respected
Conserves executive's time by reading, researching, and routing correspondences; drafting letters and documents; collecting and analyzing information; initiating telecommunications
Makes travel arrangements coordinating flights, accommodations and other itinerary specifics
Records and Reports:
Develops, prepares and produces written correspondence, presentations and reports
Takes minutes at meetings; prepares and distributes final related records
Delivers accurate, high-quality documents and meeting materials within tight deadlines
Coordinates projects under the direction of the VP/Directors. Research and acts as a resource person on designated projects
Maintains confidence and protects the Agency’s interests by keeping information confidential and acting with discretion
Provides historical references by developing and utilizing filing and retrieval systems; organizes and maintains electronic and paper filing systems
Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications
Maintains the Children, Family and Community Service filing system according to COA (Council on Accreditation) standards for creation through to archives or destruction of files
Liaison:
Welcomes guests by greeting them, in person or on the telephone, answering or directing inquiries
Presents as a positive and professional role model and ambassador for the Agency in interactions with clients, stakeholders, and the public. Maintains respectful personal boundaries
Works with the organization's senior management, internal service units, external partners and suppliers as required
Contributes to team effort by accomplishing related results as needed
Attends and actively participates in scheduled team meetings. Supports team initiatives and helps to identify problems and suggest solutions
Establishes personal networks, participating in professional societies
Performs other related duties as required
What This Job Requires:
Minimum of a Diploma in Business Administration or related discipline or equivalent
Additional relevant certifications or designations considered an asset
Minimum of 5 years’ professional experience working in office administration
Project management experience considered an asset
Equivalent combinations of education and experience may be considered
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and high level of accuracy
Very strong interpersonal skills and the ability to build relationships with internal and external stakeholders
Effective English-language communication skills, both verbal and written, to communicate, understand, comprehend, and comply with all job requirements
High level of professionalism, confidentiality and diplomacy; with ability to manage sensitive and confidential information and comply with all regulatory requirements and Agency Privacy and Confidentiality policies and procedures
Competent in working with applicable Microsoft Office suite programs
Proficient in use of other Agency-assigned computer applications and databases
In-depth knowledge of current administrative processes and procedures and file management systems
Extremely detail oriented and organized, with good judgment and resource management skills
Excellent proofreading and editing skills as well as strong shorthand/minute-taking ability
Demonstrates initiative and anticipates change
Basic accounting/business math skills
Up-to-date knowledge of Agency policies and procedures, as well as relevant legislation, regulations, practice standards and practice guidelines
Ability and willingness to work outside of regular office hours and/or work overtime as required to meet Program and Agency needs
Ability and willingness to travel, as required, to different offices, programs, and other sites to attend meetings, presentations, and/or training
Police Information Check including vulnerable sector search, and Intervention Record Check current within six (6) months
About Catholic Social Services:
You will be joining an established Agency that is guided by faith to care for and bring hope to people in need with humility, compassion and respect.
With more than 60 years of service delivery, Catholic Social Services is one of the largest multi-function social services agencies in Canada, with more than 1900 staff, and hundreds of volunteers delivering 130+ programs throughout Central Alberta and Edmonton.
Our values are at the core of everything we do!
Humility: We acknowledge with gratitude our human abilities and limitations. We demonstrate humility by doing the best that we can with the resources that we have.
Compassion: We respond to people in need with love. We demonstrate our compassion by caring for people without judgment and without condition.
Respect: We demonstrate our respect by being personally present, open and attentive to those we care for and by honouring their dignity and freedom.
We thank all applicants. Only candidates selected for an interview will be contacted.
We embrace diversity and offer equal opportunities to all qualified applicants regardless of origin, culture, ethnicity, age, ability, gender identity, and people of faith or no faith.
