Administrative Assistant - Toronto, Canada - The Macaulay Child Development Centre

The Macaulay Child Development Centre

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Full time

Description

Helping kids, families and communities thrive since 1932.

To learn more, watch our video here

Administrative Assistant

Permanent Full Time (35 Hours/Week)

COMPETITION NUMBER:
E

REQUIRED HOURS: 35 hours/week

2 Openings_

START DATE/TERM:
Immediate

REPORTS TO:
Supervisor, Systems & Administration

***This position provides administrative support to programs and program supervisors/managers, coordinates office activities, and manages company information in a central location by completing a range of clerical tasks.

RESPONSIBILITIES

Provide administrative support to programs and program supervisors/managers with word processing, spreadsheets, data collection, marketing materials, flyers, agency forms, and maintaining master copies of documents processed
Assist with IT helpdesk support and general troubleshooting for inhouse systems/databases
Work with clients in person and over the phone to provide assistance, problem solve, resolve complaints, answer questions and process requests
General filing and document retrieval using electronic and paper systems as required
Assist in the preparation of internal, government and funding reports
Generation of recurring and special reports
Maintain and provide ongoing support for multiple databases
Maintain quality filing and communications systems including contact management, document management and archiving
Maintain policy binders and maintain schedule of policies for review
Procurement & Purchasing
Schedule meetings and/or appointments as required
Undertake meeting preparations, agendas and minutes
Prepare mass mailings
Provide support/backup to the front desk position
Support and maintain technical documents and procedures
Other general administrative tasks including but not limited to:
Special projects
Data entry
Seeks ways to improve processes and enhance systems that support the Agency's growth with a focus on accuracy, efficiency, and effectiveness.
Attend agency staff meetings and training, team meetings and special events.
Maintain optimal attendance at work.
Work in compliance with all applicable Acts, regulations, laws and professional standards.
Comply with all Macaulay policies, practices and quality standards.
Work to further Macaulay's mission, vision, values and strategic directions.
Perform other tasks as delegated or assigned.

QUALIFICATIONS

College diploma/certificate or an equivalent combination of education/experience in business and/or office administration
12 years related administrative experience supporting management
Excellent interpersonal, written and verbal communication and listening skills
Proficiency in the use of the English language, both oral and written is required
Ability to take direction with the ability/flexibility to adapt to multiple business requirements and changing priorities
Strong organizational capabilities and time management skills to manage multiple projects with the ability to multi task and prioritize effectively
Demonstrates a high degree of initiative and problem solving with keen attention to details
Highly motivated to continually strive for excellent results including ongoing improvements to work processes
Meticulous records maintenance skills
Demonstrated ability to build and maintain effective work partnerships with colleagues of diverse backgrounds, abilities and identities
Highly skilled to manage confidentiality and privacy diplomatically
Proficiency in the use of the English language, both oral and written is required
Able to work independently and within a team environment
Experience working in the notforprofit sector would be an asset
Current standard first aid/ CPR-C certificate is an asset (if not, required to obtain certification within 3 months of hire)
Acceptable Vulnerable Sector Police Reference Check

SALARY:
Administrative Assistant Salary Scale (starting at $25.90/hour
- $47,137 - $55,786 per annum) with Competitive Benefits Package (health & dental) and paid time off entitlements (starting at 20 vacation days & 3 float days)

THIS POSITION IS NOT WITHIN THE BARGAINING UNIT

INTERNAL APPLICATION PERIOD FOR CUPE LOCAL 2563 BARGAINING UNIT:
January 15, January 19, 2024

DATE POSTED:
January 15, 2024

Macaulay Centres for Children values the diversity of people and communities and is committed to excellence and inclusion. We welcome qualified individuals who contribute to the diversity of our staff group.

Macaulay Centres for Children offers accommodation for applicants with disabilities in its recruitment process. If you are contacted by the agency regarding a career opportunity, please advise if you require accommodation.

We thank all applicants for their interest in our organization, however only those selected for an interview will be contacted.

This document is available in alternate formats upon request.

Macaulay Centres for Ch