Job Posting 87957

Administrative Assistant
Alberta Home Visitation Network Association
Edmonton area
14315 118 Ave NW #170, Edmonton, AB T5L 4S6
closes in 9 days (Tue, 11 Oct)
full time - temporary / contract  •  $20.00/hr - $25.00/hr - wage to commensurate with education and experience

Position Summary

The Administrative Assistant is responsible for providing administrative support to all positions of the organization for the operations of the office.  This position will: enter data to generate reporting to monitor progress with grant outcomes, perform front desk and reception tasks, assist in coordination of workshops and events, create documents, set up and provide technical support for online training, and prepare and distribute materials to members and training participants. This position works with all staff, members, and community stakeholders.  This is not a remote position.

Work Responsibilities:

Administrative Support

  • Provide administrative support such as answer phones, take messages, direct inquiries, welcome members, update contact information in the database, post and distribute incoming and outgoing mail
  • Schedule and organize meetings
  • Assist with project calendar management
  • Draft and create documents such as invoices, receipts, annual report, etc.
  • Collect and enter data relevant to grant reporting requirements
  • Create and maintain filing system
  • Maintain membership list and membership renewals

Training/Programs

  • Set up training courses and registration on AHVNA website
  • Prepare course materials and handouts
  • Book training space and arrange for participant seating, menu, allergy restrictions and required audio-visual equipment
  • Purchase snacks and set-up for in-person training and clean up when applicable- add
  • Ensure registration and sign in sheets are generated and check for inconsistencies
  • Obtain signature from participant for attendance and when applicable, acknowledging receipt of course materials
  • Create and maintain email templates for communication with participants in each training course
  • Communicate and prepare registrants for online training courses via Zoom – send email to participants with course link, handouts, and reminder of course
  • Provide administrative technology support for online courses – admit participants, complete participant sign-in via chat, sets up breakout rooms, and provide basic technology support
  • Collect and enter feedback from paper or online evaluations and download information into database
  • Generate certificates of completion for in person and online training courses
  • Communicate with facilitators to ensure course materials are up to date, confirm number of participants, provide course materials and evaluation materials
  • Respond to routine inquiries regarding training programming and registration
  • Maintain agency wide training and planning calendar

Other

  • Participate in special projects and tasks as they are assigned
  • Housekeeping tasks as required.

Qualifications:

  • Completion of post-secondary education in a certificate, diploma, or degree program in a Business or Administrative specialty
  • 2+ years’ progressively responsible experience in an administrative role providing dedicated support coordinating and organizing administrative processes; in a grant project role is considered an asset
  • A combination of education and/or experience will be considered
  • Advanced computer skills using all applications of Microsoft Office Suite/Teams; superior skills in Excel and Access
  • Advanced skills in using web site, cloud based and video conferencing software programs i.e., Zoom
  • Experience working in a non-profit setting with membership is considered an asset
  • A satisfactory Criminal Record with Vulnerable Sector and Child Welfare Check is required
  • A valid driver’s license and access to a reliable vehicle with proof of insurance is required

Skills & Abilities:

  • Superior data/word processing skills using Microsoft 365, Teams, Excel, Access, and Word
  • Strong attention to detail and accuracy
  • Strong planning and project administration skills
  • Strong webinar and video conferencing technology skills i.e., Zoom
  • Strong verbal and written communication skills
  • Able to establish a realistic system to accomplish work tasks on time
  • Excellent interpersonal skills to effectively work with the diverse needs of the clients AHVNA supports
  • Open to change and flexible to the needs of the team and members
  • Work independently and effectively with others to resolve problems and make decisions
  • Maintain the confidentiality of the organization in a professional and ethical manner
  • Open to feedback and willing to participate in training and professional development opportunities
  • Ability to lift and/or use lift assistance to move boxes up to 30 lbs

This position is a full-time position (37.5 hr per week, Monday to Friday) and works from the AHVNA head office in Edmonton with travel within the city and surrounding area. This position is grant funded until March 31, 2023, with excellent possibility of extension.

Please Note: WorkInNonProfits.ca is not affiliated with and in no way endorses or vets the organization that posted this job. Any links posted within the job will take you to their external site where the same disclaimer applies.

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