The Position
Reporting to the Urban Family Services Manager, this position will provide full range of administrative functions to the STC Urban Family Services, will work at Urban Family Services office and provide administrative support to Urban Family Services programs. Also provide administrative support to Urban Family Services staff including the Urban Family Services Manager, UFS and Kidsfirst Supervisors, CHUMS, PALS and Kidsfirst teams. This administrative role involves highly confidential and sensitive information that could impact on clients and/or family members, employees of STC Urban Family Services.
Responsibilities:
- Provide administrative support for the Urban Family Services Manager, and Supervisors;
- Prepare documents such as letters, memos, reports of Urban Family Services, agendas, and presentations required for meetings;
- Assists with briefings and/or summary reports;
- Data entry on family files;
- Fax and photocopy correspondence as required;
- Monitor office supply inventory and prepare office supply orders and re-stock inventory;
- Maintain a central filing system;
- Maintain/update copier program features;
- Assist with the coordination of meetings: booking of meeting rooms and audio-visual equipment, catering arrangements, preparation of cheque requisitions and purchase order requests, preparation of agendas and meeting kits, and boardroom preparation;
- Coordinate travel itineraries (flights, hotels) when requested;
- Works on special projects;
- Calendar management – plans for meetings and assists in coordination of meetings; Prepare reports in Excel;
- Perform receptionist duties for the Urban Family Services team when assigned
- Perform other related duties as defined and assigned by the reporting Manager or designate on an as and when required basis.
Tasks:
Provide general administrative support to Urban Family Services and Urban Family Services supervisors including ensuring all documents are tracked and all correspondence and documents are prepared and formatted in a manner reflective of STC as a professional organization.
- Tracks incoming and outgoing correspondence and documents and ensures correspondence and documents are forwarded to appropriate persons and agencies;
- Complete filing and ensuring the file room, supply room and the work areas, interview rooms are organized and stocked;
- Proofread, format, and prepare documents and correspondences;
- Investigate, collect, monitors, analyze and compile various forms of correspondence / data / statistics / information as requested;
- Record minutes of meetings and distribute for review to the Manager.
- Implement efficient file management systems for the program.
- Open filing system each morning, and pull all files as requested by staff, re-file and lock filing system at the end of each day;
- Maintain administrative files, which include master copies of all forms in current use.
Education and Experience:
- Completed office education certification from a recognized business school;
- Three (3) years of related experience with a demonstrated record of successful and practical application of a busy office environment with high demands; demonstration of tact and diplomacy when dealing with clients;
- Demonstrated experience working with highly sensitive or confidential information;
- Experience working within a governance structure in a community development capacity with First Nations; familiarity with First Nations culture, history is considered an asset.
Knowledge, Skills and/or Abilities:
- Knowledge and understanding of advanced systems skills such as (Word, Excel, Databases, Power Point, Outlook) with an ability to easily learn new software applications for word processing to data management;
- Proven ability to demonstrate strong attention to detail and a high degree of accuracy;
- Excellent verbal and written communication skills, including the ability to establish and maintain effective working relationships;
- Strong organizational, research and time management skills;
- Able to work independently, submit accurate documentation, and seek guidance when needed;
- Communicates clearly, seek solutions, and demonstrates flexibility;
- Keep sensitive information confidential and adheres to STC’s policies.
Other:
- Must provide a current, original, Canadian Criminal Record Check (CCRC) with vulnerable sector search as a condition of employment.
