Job Description

Position Overview:

The Administrative Coordinator plays a vital cross-functional role in supporting the day-to-day administrative and scheduling needs of the organization. This position ensures efficient and accurate processes across multiple systems, including scheduling, safety, and supply management, while upholding the organization's person-centred philosophy and commitment to inclusion.

Responsibilities:

Administrative Support

Effectively manages time, email, phone calls, and meetings to support strong, healthy, and professional relationships across the organization. Maintains accurate records, documentation, and filing systems accessible to relevant team members. Supports agency phone systems, including updates, troubleshooting, and cell phone management for Admin Staff. Oversees tracking and distribution of annual Policy Review, coordinates scheduling, monitors completion, and prepares data reporting. Supports the development of multimedia resources (videos, questionnaires, spreadsheets) for training and communication. Data entry and financial coding. Any other duties as assigned.

Scheduling

Manages daily and long-term employee scheduling, including shift coverage, time-off requests, and employee shift trades in alignment with the Collective Bargaining Agreement (CBA) and Saskatchewan Employment Act. Maintains accurate and timely updates to electronic scheduling systems, including inputting line changes, shift trades, and posting schedules every four weeks. Responds promptly to scheduling-related calls and texts during designated hours, ensuring coverage for leaves, absences, and vacancies.

Vehicles, Appliances & Supply Management

Maintains records/manuals/warranty related to vehicle, and appliance and furniture purchases, repairs, and inspections. Ensures roadside assistance programs and kilometer tracking systems are current and accessible. Orders groceries and supplies for programs/participants.

Occupational Health & Safety (OHS)

Serves on the OHS Committee as an Administrative support. Ensures OHS materials are available to the program representative or manager to update across all programs and offices.

Qualifications

Education/training in office administration. 2 years experience in office administration and scheduling experience would be an asset. A combination of equivalent education and experience will be considered. Experience in scheduling in a unionized environment would be considered an asset. Experience in the disability sector and/or non-profit environments would be considered an asset. Ability to use and/or experience with relevant software (including Google Drive and scheduling software).

Knowledge

Knowledge of Collective Bargaining Agreements. Understanding of supply management. Appreciation of the disability sector and ability to support and interact with persons with diverse abilities.

Skills & Abilities

Demonstrates strong professionalism, ethical conduct, confidentiality, and sound judgment. Treats others with dignity and respect, aligned with a person-centred philosophy and values of inclusion. Highly organized with the ability to set priorities, perform scheduled routines, and manage time independently. Strong verbal and written communication skills, including active listening and positive conflict resolution. Works collaboratively in team environments, demonstrating strong interpersonal and collaborative skills. Strong analytical, critical thinking, observation, and problem-solving skills. Responds to unexpected situations with flexibility, initiative, care, and a growth mindset.

Requirements

Provide Criminal Record Check with Vulnerable Sector Search prior to employment. A valid Saskatchewan Driver's Licence. First Aid and CPR C Required within the first 6 months of employment.

Working Conditions:

2 week rotation which will include; days, evenings, weekends including statutory holidays as scheduled. Hybrid schedule as required. May be required to work alone, deal with unpredictable behaviours and situations, participate in physically demanding activities, moving equipment, work outdoors, and/or exposed to communicable illness.
Job Types: Part-time, Permanent

Pay: From $25.48 per hour

Expected hours: 30 per week

Benefits:

Company events Company pension Dental care Employee assistance program Life insurance Paid time off
Work Location: Hybrid remote in Swift Current, SK S9H 4C1

Application deadline: 2025-08-26
Expected start date: 2025-09-15