Operations Lead

2 months ago

Moncton NB, Canada New Brunswick College of Pharmacists Full time

The NB College of Pharmacists is currently seeking a dynamic, self-motivated professional to fill an Operations Lead role at the College. An important member of the College team, the Operations Lead oversees the day-to-day functioning of the office and supports the work of the College in the areas of communication, office administration and Council and committee work. This key role will routinely interact with office staff, the public, pharmacy professionals and other stakeholders. The role will appeal to someone with strong interpersonal skills who is also organized and thrives in a fast-paced environment. The Operations Lead will be on site at the office located in Moncton, NB.

As the Operations Lead, you will be responsible for:

Communication

  • Are the first point of contact for basic inquiries in person, by telephone or email
  • Receive and redirect all incoming telephone calls, mail and redirect email sent to the general College email address.
  • Correspond with members of Council and committees

Office management

  • Are the in-person office presence during regular business hours of the College to ensure continuity of services.
  • Coordinate services supporting general infrastructure and are the point of contact with external vendors involved in office functioning (e.g., IT, office equipment, building management, etc.) and oversee work when needed.

Financial processes

  • Perform basic bookkeeping related to accounts payable and receivable
  • Support the Finance Committee and the College accounting processes
  • Receive and process expense reports

Executive and Administrative Support

  • Assist the Registrar with organizing and preparing for meetings, scheduling, etc.
  • Coordinate Council and committee meetings and provide administrative support such as preparing meeting agendas and supporting documentation
  • Record minutes for Council and committees
  • Maintain Council and committee member distribution lists
  • Create or format official College documents, correspondence and reports as required
  • Support key projects that are part of the College's strategic or operational plan.

Other

  • Ensure that principles of equity, diversity and inclusion are incorporated into the day-to-day functioning and work of the College.
  • Support the staff of the College and perform other related duties as assigned by the Registrar or designate.
  • Contribute to continuous quality improvement initiatives at the College.

Our ideal candidate has the following essential skills:

  • Critical thinking and active listening
  • Attention to detail
  • Strong written and verbal communication
  • Strong interpersonal skills and sound personal and professional judgment
  • Ability to adjust positively to multiple demands and shifting priorities

Qualifications and experience

  • Three to five years in office administration with customer service experience and some leadership/responsibility. Demonstrated ability to manage multiple priorities and must have effective time management skills.
  • Previous customer service experience; strong business acumen by exercising tact and diplomacy to deal effectively with difficult scenarios and affected individuals over the telephone and in person.
  • Written and spoken competence in English and French; bilingualism would be considered an asset.
  • Previous experience recording and maintaining accurate meeting minutes for a variety of meetings (i.e., accurately documenting discussions, decisions and action items).
  • Graduate of a recognized office administration program or business program or a combination of education, training and progressively responsible experience.
  • Proficiency in Microsoft Office and Adobe Professional. Experience with member management systems/registration database as well as WordPress and meeting/webinar software would be assets.

Work Environment

The culture at the New Brunswick College of Pharmacists is collaborative, friendly, and fast-paced. Each role plays an important part on the team and contributes to the collective success of the College. We believe in maintaining a healthy work/life balance and some flexibility in work schedule.

Please apply with cover letter and resumé in confidence to:

Karen DeGrace

Director, Communications and Engagement

200-686 St. George Boulevard

Moncton NB E1E 2C6

Email: info@nbpharmacists.ca

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