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Company Name:
Calgary Women's Emergency Shelter
Approximate Salary:
Not Specified
Location:
Calgary, Alberta
Country:
Canada
Industry:
Social Services
Position type:
Full Time
Experience level:
2 - 5 years
Education level:
High School or equivalent

Administrative Assistant

The Calgary Women’s Emergency Shelter (CWES) is looking for an individual that believes change is possible, and will thrive in an environment that nurtures families impacted by violence and abuse. Working in a culture of respect and trust together we will build healthy families in our community.

Reporting directly to the Assistant Controller, the Administrative Assistant will provide support to the finance and administration team.

Duties and Responsibilities will include, but may not be limited to:

  • Develop and maintain databases and generating reports.
  • Induct new employees by ensuring the following are in place: e-mail account, computer access, telephone assignment, cell phones, name tags, and business cards.
  • Assist with scheduling and rescheduling of meetings, as required.
  • Support in various administrative duties for the Community Counselling Program.
  • Point of contact with property management: submitting all requests for facilities’ concerns (e.g. cleaning, HVAC).
  • Records management (Iron Mountain) data entry for Finance department and others.
  • Attend regular meetings with the Facilities Lead at our shelter on a weekly to bi-weekly basis.
  • Assist the Facilities Lead in administrative aspects related to third party contractors (Information Technology, Telecommunications, and trades contractors, etc.) and is the focal point for communication with the landlord.
  • Administrative support to the Facilities Lead in matters related to shelter property management, managing the capital projects data and ticket database related to staff requests for office equipment, office moves, maintenance, and similar.
  • Organize the counselling session rooms (ensure the room is kept tidy and stocked with necessary personal supply items).
  • Distribute cellular phones and tablets to employees; assist with initial set-up and keep records of CWES assets.
  • Assist employees with desk phones.
  • Order business cards and name tags.
  • Manage 4th floor rental: manage contract, schedule door locking-unlocking as requested, etc.
  • Assist the Calgary Domestic Violence Collective (CDVC) with bi-monthly meetings (set-up and coffee service).
  • Coordinate, in consultation with the Director of Business and Finance, the purchasing of larger office items, including but not limited to furnishings and computer technology, for our shelter and administration office.
  • Other duties as assigned.

Qualifications

  • Grade 12 education supplemented with post-secondary administrative training.
  • Intermediate skills in Microsoft Office Applications preferred.
  • Specialized administration and basic accounting courses/training is strongly preferred. 

Experience

  • Minimum of two to four years of office administration experience, preferably in a non-for-profit environment.

Skills

  • Well-developed interpersonal, time management, written and verbal skills. 
  • Proven professionalism, excellent judgment, and the ability to use discretion and diplomacy while maintaining confidentiality, ethics, and Agency standards. 
  • Exceptional proficiency in word processing skills using MS Office (Word, Excel, Outlook, Power Point). 
  • Basic accounting knowledge and demonstrated skills.
  • Resiliency with the ability to adapt to changing priorities and deadlines.
  • Outstanding customer service with the ability to explain complex processes in a straightforward manner.
  • Self-motivated with strong self-management ability is essential.
  • Experienced and enjoy working in a team environment.
  • Strong organizational skills with strengths in prioritization and efficiencies.
  • Able to multi-task and adapt to various situations.
  • Keen attention to detail and strong work ethic.

Other Information

  • This position requires a valid driver’s license and use of a personal vehicle.  Mileage will be reimbursed.
  • A criminal records search and an intervention record check are conditions of employment.
  • In accordance with Canadian immigration requirements, priority will be given to Canadian citizens and permanent residents of Canada.
  • Occasional evening and weekend working hours are required.

 

Review of applications begins on March 5, 2018. The position will remain open until filled.

The Calgary Women’s Emergency Shelter is committed to diversity and inclusion within its workforce, and encourages qualified candidates from all genders, religious, ethnic and social backgrounds to apply.

We thank all candidates for their interest, only those selected for an interview will be contacted.

We regret that we are unable to accept telephone inquiries.