Job Description

About Us

The Western Alberta Regional Victim Serving Societies (RVSS) provide a broad range of services under the Victims of Crime and Public Safety Act and Regulation, and in partnership with the Government of Alberta (GoA), the Alberta RCMP, specialized and community-based victim serving organizations, municipalities, and other local agencies.

The RVSS assists victims of crime throughout the criminal justice process by providing the core services of information, support, and referrals. The RVSS also supports communities by providing resources and support to people undergoing loss and tragic circumstances.

Service delivery is responsive to the needs, concerns, and priorities of clients of the program.

The successful applicant will be required to complete an enhanced security check

Roles and Responsibilities

The Operations Administrator is responsible for the office management and administrative functions of the organization. The Operations Administrator provides generalized administrative support for the RVSS. This position is part of a team of Centralized Professional Support Staff (CPSS) that perform the core administrative functions of the organization.

Duties of this position include:

Integral part of CPSS:

Administrative duties as a core member of the leadership team, including attending meetings, forums, and presentations, as required.

Provide information and support to the leadership team.

Support the CEO by coordinating the submission of quarterly and annual statistical reporting to the Board and the funding agency.

Support the establishment of controls for filing and information management systems and development of policies and procedures to continuously improve existing systems.

Organize and coordinate various staff, client, and committee meetings for the RVSS, as required.

o Secure meeting space and/or set up remote meeting technology.

o Coordinate all travel/meeting arrangements and booking for the leadership team.

o Compile and distribute meeting documentation including the agenda, reports, and presentation materials.

o Attend meetings as required.

Take minutes and follow-up on action items. Maintain an operational calendar.

Executive Support:

Coordinate all governance related activities including monitoring work plans, setting up meetings with different stakeholders, notetaking, drafting partnership and service agreements, mail correspondence, document processing, proofreading, and research of relevant documents.

Manage calendar appointments; complete expense reports; compose and prepare confidential correspondence; arrange detailed travel plans, itineraries, and agendas; and compile documents for meetings.

Provide confidential communications, projects, tasks, administration, and support to the CEO.

Program Support:

Assist with reviewing and entering victim referral information into the authorized case management system/an electronic format, as delegated by the Director of Regional Operations and Justice Navigation Program Coordinator.

Respond to general inquiries from victims of crime and other members of the public about the victim services program; provide general information and guidance about the program and available services.

Coordinate the set-up of user IDs for system and database access, track user IDs and access permissions for various systems and databases.

Information Management:

Develop and maintain an electronic filing system for corporate records, including meeting minutes, policy and procedure manuals, etc.

Support the CPSS in the annual review/approval cycle of operational policies and procedures.

Organize, update, and maintain hard copy and digital files and archives.

Assist with the collection and provision of records for requests made under applicable privacy legislation.
Human Resources Support:

Administer and support the new hire and onboarding process for new employees, including the completion and timely submission of requests for computers, software, and telephones.

Orient new staff to central office and assist them in setting up their workstations and computer access.

Coordinate training for operations staff by:

o Subscribing operations employees to internal and external course offerings.

o Managing and tracking employee training records.

o Providing updates and feedback to managers on training status.

Administration / Office Management:

Pefform clerical and administrative duties, including reception, answering the telephone, greeting visitors, check incoming email, and responding to and/or redirecting inquiries/communications.

o Develop protocol for ensuring communications are responded to within appropriate thresholds (e.g., phones are answered immediately).

Monitor and maintain office supplies and equipment inventory.

Arrange, coordinate, and maintain office services and equipment, such as technical support.

o Troubleshoot and support staff IT concerns.

o Coordinate maintenance, furnishings, telecommunications, and disposal requests.

Other:

Pursue continual learning by participating in educational opportunities such as in-services and training programs (internal and external).

Assist with staff wellness and engagement. Work with the staff social committee and operations team to support staff engagement and wellness, including celebrating milestones and connecting staff in a time of remote working through remote and in-person events.

Maintain up-to-date knowledge of victim management/security protocol for head office location.

Maintain functional knowledge of provincial legislation and processes.

Be helpful, respectful, approachable and team oriented, building strong working relationships and a positive work environment.

Qualifications

Education and Experience

Minimum of 2 years experience in an administrative role.

Note: Equivalencies of a combination of education and directly related experience may be considered to meet the minimum requirements

Assets

Strong time management and organizational skills with the ability to prioritize job responsibilities and manage high volumes of information effectively, particularly as this role supports multiple team members.

Familiarity with non-profit organizations.

Ability to develop and maintain records management systems.

Highly developed written and verbal communication skills with the ability to be confident, clear, respectful, and sensitive.

Must be tolerant, non-judgmental with a high degree of compassion and empathy towards individuals from diverse communities and backgrounds, including those who may have experienced significant trauma (e.g., addictions, abuse etc.).

High level of integrity and dependability with a strong sense of urgency and results oriented.

Proven ability to maintain the confidentiality of information and records.

Ability to work effectively with minimal supervision.

Demonstrated ability to achieve results in the context of a respectful, inclusive, and service-minded style.

Computer literacy, including effective working skills of MS Office (e.g., MS Word, Excel, PowerPoint, and Outlook etc.) and videoconferencing platforms and willingness to learn other technology platforms for process improvements.

Additional Requirements

$20.75/hr- 24.80/hr

Location

The Operations Administrator will be working primarily out of the CPSS Office Location near Grande Prairie Alberta. Travel to various communities may be required for meetings or collaboration.

Job Types: Full-time, Part-time

Pay: $20.00-$25.00 per hour

Expected hours: 26.25 - 37.5 per week

Benefits:

Dental care Extended health care Life insurance On-site parking Paid time off RRSP match Vision care
Education:

Secondary School (preferred)
Experience:

Administrative: 2 years (preferred)
Location:

Grande Prairie, AB (preferred)
Work Location: In person