Job Description

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.