Administrative Support

HOURS: Monday-Friday, 8:30AM-5:00PM, 37.5 hours/week

Temporary, Full Time Position, 2 months with possibility of extension

JOB BACKGROUND:

Connecting children and families through shared humanity.

The Ubuntu CSD (Collaborative Service Delivery) Program is an innovative approach to child and family support which leverages a network of partner agencies and Children’s Services to create customized support for children, youth, and families in Northeast Edmonton. Ubuntu offers a continuum of culturally aligned, community-based, family and child centered services. Collectively, with Boyle Street as the lead agency, Ubuntu is one point of access to a streamlined set of services that leverages the expertise of five networks to meet the needs of our families, children, and youth. Entitled the C5 (Collaborative Five) – Ubuntu works collaboratively with Boyle Street Community Services, Bent Arrow Traditional Healing Society, Edmonton Mennonite Centre for Newcomers, Norwood Child and Family Resource Centre, and Terra Centre for Teen Parents.

This position is based out of the C5’s North East Hub – 14023 Victoria Trail.

JOB PURPOSE:

The Administrative Support acts as a first point of contact at the Ubuntu Program, greets visitors, and answers basic inquiries about the Centre, services, and/or refer questions to the appropriate staff. The Administrative Support provides timely and accurate contact to visitors to the Ubuntu Children & Families Program, and models the values of the agency through a friendly, compassionate, and professional manner. The Administrative Support works closely with the Ubuntu Senior Administrator and the Administrative Team to ensure that staff and community members work in a safe and organizationally effective environment. The Administrative Support handles many of the front-facing administrative tasks, while supporting the Ubuntu Senior Administrator with back-end tasks related to administration and operations.

KEY AREAS OF RESPONSIBILITY:

• Act as a first point of contact at Ubuntu Program – greet families, guests, partners, staff, contractors, and visitors and answers basic inquiries about the Program, services, and/or refer questions to the appropriate staff
• Present a calm, friendly, and professional manner with visitors and callers
• Build positive relationships with children, families, and community partners
• Assist with non-routine or crisis situations through a trauma-informed approach
• Take a leading role in the presentation of the office and taking steps to ensure the consistent cleanliness, functioning, and appropriateness of the space
• Opening and closing of the office daily
• Maintain and order office supplies to ensure efficient operation by the agency
• Answer and direct incoming calls during office hours, taking messages, screen calls and refer inquires to appropriate agency staff
• Complete file disclosures and work closely with the Senior Administrator on case/file management
• Provide internal and external room bookings for Ubuntu/BSCS related activities to staff and partners in order to ensure efficient and orderly utilization
• Ensure that rooms are set up to accommodate bookings (tidy, water available, etc.)
• Assist with building security through the appropriate documentation and maintenance of accurate records of keys and access codes provided to staff and partners
• Process and distribute incoming and outgoing mail
• Support wellness activities for staff and partners
• Partnering with the Senior Administrator for administrative and operational duties and tasks
• Other duties as required

QUALIFICATIONS:

Experience:

• At least 3 years’ experience working in a professional administrative role
• Candidates with post-secondary education or certification in Office Administration is an asset
• Experience with and knowledge of Indigenous culture and ceremonies is considered an asset.
• Knowledge of and experience working in the non-profit sector is an asset
• Knowledge of and experience working with community resources in Northeast Edmonton
• Valid driver’s license and reliable vehicle is preferred
• Criminal Record Check (including Vulnerable Sector Scan), Child Intervention Record Check, and Drivers Abstract completed within 6 months are required by start date

Skills, Abilities, and Attitudes:

• Advanced knowledge of Microsoft Office Suite, business equipment, and databases
• Great attention to detail, excellent organizational skills, and ability to multi-task
• Able to work in a stressful environment and assist with difficult, sometimes distressed clients, including adults, children, and youth
• Experience and comfort working with people from all walks of life
• Is self-motivated and has the ability to work independently
• High degree of flexibility and leadership skills
• Works with initiative, commitment, and enthusiasm
• Ability to maintain discretion and maintain confidentiality
• Proven ability to work in a respectful and client-centered manner

Boyle Street Community Services is an equal opportunity employer. We value the diversity of the communities we serve and are committed to engaging and developing a diverse and inclusive workforce. Boyle Street Community Services welcomes applications from First Nation, Inuit, Métis, New Canadian, differently abled, and LGBTQ2S communities.

Boyle Street Community Services aims to foster a work environment that is rich with Indigenous culture, teachings, ceremonies, and activities- as a reflection of the communities we serve and the land we reside upon.