Administrative Assistant (Canada Summer Jobs Initiative)

Job title: Administrative Assistant (Canada Summer Jobs Initiative)

Job description: Overview:

Working under the direction of the Program Director, the Administrative Assistant is responsible for providing administrative support to the management of a large, active, and diverse Youth Addiction Services program. This position will have an active role in supporting the Youth Addiction Services accreditation process.

Ray of hope is currently seeking to hire an administrative assistant to join our team for a 10-week placement.

Specific Responsibilities

• Complete administrative office duties including the organized maintenance of all files, records, office supplies, and office equipment.
• Assist in maintaining and updating records in both online databases and paper files.

• Respond to telephone, e-mail, and in-person inquiries.
• Manage records of a confidential and private nature, in strict compliance with policy, regulation, and procedures
• Meet and greet visitors, contractors, and professionals.
• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing
• Maintains all contacts databases and updates regularly
• Prepare reports as required.
• Complete project assignments as assigned.

• Other duties may be assigned from time to time.

Competencies:

In order to be successful in this position, incumbents must uphold, support, and implement Ray of Hope’s Mission, Vision, and Core Values. The incumbent must display integrity, compassion, respect, professionalism, engagement, and reliability in addition to the following competencies:

• Communication (Level 1) at a level where the incumbent effectively listens and communicates.
• Planning and Organizing (Level 1) at a level where the incumbent responds to positional, departmental, and organization needs by effectively managing priorities and responsibilities.
• Results Orientation (Level 1) at a level where the incumbent operates with high attention to detail regarding departmental and organizational goal performance.
• Service Orientation (Level 1) at a level where the incumbent responds to customer (volunteer) needs and internal requests.
• Teamwork (Level 1) at a level where the incumbent participates in team or group activities, offers to help team members.

Qualifications:

• Education: Currently enrolled in or completed post-secondary education in an administrative field.
• This position is being supported under the Canada Summer Jobs (CSJ) initiative. To be eligible for this position, the candidate must be between 15 and 30 years of age on the start date of the job.

Working Conditions:

• This position requires the incumbent to work predominantly in an office environment spending the majority of the time in a seated position, working at a computer.
• The incumbent will predominantly work Monday through Friday during normal business hours, however, the occasional evening or weekend shift may be required.

Supervision and Mentoring Plan

• The incumbent of this position will have regular access and contact with the Administrative Lead and Program Director for supervision and discussion.
• The incumbent of this position will have the opportunity to observe and participate in meetings to develop an understanding of the different and unique issues that volunteer services support throughout the agency.
• Experience: Previous experience working in an administrative role as an asset.
• Certifications: None required
• Skills/Abilities:

• o Proficient in reading, writing, speaking, and understanding and giving directions in the English Language
• o Proficient in Windows, Microsoft Office Suite (Word, Excel, Outlook).
• o Demonstrated ability to utilize standard office machinery.
• This Job Description is subject to change at the sole discretion of Ray of Hope.

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