Administrative Assistant

1 week ago

Vancouver, British Columbia, Canada The Salvation Army Full time
The Admin Assistant provides efficient, accurate, confidential support to Harbour Light's administrative team.

Their responsibilities are allocated approximately 15% to the finance team, 35% to the Director of Administration and Executive Director, and 50% to the HR Advisor.

The Admin Assistant reports to the HR Advisor, but may also take direction from the Finance Assistant, Senior Accountant, Director of Administration and Executive Director.


In the HR component of the position, the Admin Assistant may be involved in benefits administration, document preparation, employee lifecycle change letters, filing, communication to employees and/or managers, job postings, facilitating new hire orientations, and other functional tasks.


In the finance and administrative components, the Admin Assistant provides confidential administrative support to the Director of Administration and Executive Director, and to the finance team.

This includes documentation, data entry, inventory, internal committees, financial reconciliations, support for internal and external events, and other tasks as needed.


HOURS:

  • The normal work week is Monday to Friday, 8:30 a.m. to 4:30 p.m. This includes 7.5 paid hours and 0.5 hours unpaid lunch break each day.
  • This position may work a hybrid work arrangement (minimum 3 days per week inoffice) upon agreement with the Director of Administration, in accordance with TSA flex work policies.

KEY RESPONSIBILITIES:

Written and Verbal Communication

  • Takes accurate, concise minutes at management meetings, and ensures timely distribution
  • Maintains and distributes an uptodate internal contact list.
  • Prepares documents for employee life cycle (letters of offer, status changes, resignations/terminations, etc.) in consultation with HR Advisor
  • Works closely with the HR Advisor and DHQ HR team to refer matters to appropriate contacts to ensure highquality, efficient service for employees and managers
  • Contributes to accurate, timely administration of employee benefit programs at the direction of the HR Advisor; acts as a contact for employees for benefits administration (group insurance, group RRSP, etc.) queries
  • Prepares PowerPoint presentations (e.g., Town Hall slides, etc.) and assists with facilitation
  • Supports the Executive team and managers with Accreditation preparation
  • May provide event support for the Community department
  • Facilitates orientations of new employees including arranging required online trainings, signoff of policies, review of employee handbook, creation of staff ID, and other components of onboarding process.
  • Collaborates with the HR Advisor and departmental managers to schedule and document required onthejob orientations, mandatory trainings, and professional development.

Reporting

  • Coordinates annual inventory process, including administrative support to the Director of Environment Services, IT Support, and other parties to ensure timely and accurate completion.
  • Coordinates document distribution and signoff processes, including annual policy manual updates and reviews
  • Consolidates and enters monthly program and administrative statistics into SAMIS
  • Creates and maintains personnel files and UltiPro records; ensures both are kept uptodate by processing new hire information, changes in status and/or salary and terminations
  • Ensures completion of documents required by The Salvation Army's annual performance evaluation and coaching (PEAC)
  • May assist with reporting, data collection, and other tasks required for WorkSafeBC or other third parties.
  • Receives, sorts, logs, and distributes incoming mail; may coordinate outbound mailings and courier pick ups
  • Coordinates office supplies inventory for Admin and Community departments; collaborates with finance team to ensure supply documentation is complete
  • Participates in finance reconciliations (e.g., petty cash, deposit preparations, etc.) as needed
  • Supports the Senior Accountant with banking activities
  • This role may perform other duties and other accountabilities as required._

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

- _

NOTE:
For some jobs, you may be required to provide validated educational documentation. _

Education/Certifications:

  • High school graduation or high school equivalency e.g., B.C. Certificate of Graduation (Dogwood) or B.C. Adult Graduation Diploma (Adult Dogwood)

Experience:

  • A minimum of two (2) years administrative experience, preferably in a nonprofit setting
  • At least one (1) year of administrative experience in a unionized environment would be a considerable asset
  • At least one (1) year of HRspecific administrative experience, particularly with UltiPro or another HRIS, would be a considerable asset

Required Skills/Knowledge:

  • Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
  • Intermediate to advanced computer skills, particularly Outlook, Word,

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada The Salvation Army Full time

    The Administrative Assistant provides efficient, accurate, and confidential support to Belkin Communities of Hope's administration team. The Admin Assistant reports to the Director of Business Administration but may also take direction from the Payroll Administrator and Executive Director.KEY RESPONSIBILITIES:Administration: Consolidates and enters monthly...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada University of British Columbia Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleAdministrative AssistantDepartmentAdministrative Leadership | Department of Zoology | Faculty of ScienceCompensation Range$4, $4,214.00 CAD MonthlyPosting End DateMarch 8, 2023Note: Applications will be accepted until 11:59 PM on the day prior to the...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada University of British Columbia Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 3 (Gr6)Job TitleAdministrative AssistantDepartmentOffice Administration | Operations and Administration | UBC Sauder School of BusinessCompensation Range$4, $4,540.00 CAD MonthlyPosting End DateJuly 31, 2023Note: Applications will be accepted until 11:59 PM on the day...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada University of British Columbia Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 3 (Gr6)Job TitleAdministrative AssistantDepartmentAdministration | School of Social WorkCompensation Range$4, $4,540.00 CAD MonthlyPosting End DateNovember 27, 2023Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada Borden Ladner Gervais LLP Full time

    We areBLG:Canada's Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience.We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation, diversity and...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada University of British Columbia Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Front Counter 3 (Gr4)Job TitleAdministrative AssistantDepartmentAdministration & Academic Operations | School of Architecture and Landscape Architecture | Faculty of Applied ScienceCompensation Range$4, $4,258.00 CAD MonthlyPosting End DateJanuary 1, 2024Note: Applications will be accepted...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada Langara College Full time

    Job Description:The Administrative Assistant (AA), is a member of the administrative team in the Office of the Academic Deans (hereafter, simply referred to as "the Office'). As a member of the Office, the Administrative Assistant provides confidential administrative support to the Academic Deans, and occasionally Provost and Vice-President, Academic and...

  • Administrative Assistant

    3 weeks ago

    Vancouver, British Columbia, Canada UBCPACTRA Full time

    Salary: $62,917.05Position: Administrative Assistant (Exempt Position)Start Date: As soon as possible.Duration of Appointment: Full-Time, Temporary The Union of British Columbia Performers (UBCP/ACTRA) is an autonomous branch of the Alliance of Canadian Cinema, Television and Radio Artists (ACTRA) the national organization of professional performers working...

  • Administrative Assistant

    2 months ago

    Vancouver, British Columbia, Canada UBCPACTRA Full time

    Salary: $62,917.05Position: Administrative Assistant (Exempt Position)Start Date: As soon as possible.Duration of Appointment: Full-Time, Temporary The Union of British Columbia Performers (UBCP/ACTRA) is an autonomous branch of the Alliance of Canadian Cinema, Television and Radio Artists (ACTRA) the national organization of professional performers working...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada Emily Carr University of Art + Design Full time

    Job Title Administrative Assistant Student Services (Records, Registration + Advising)Permanent Full-Time Position8:30am to 4:30pm / Monday to Friday(Telecommuting Options Available)Pay Grade E ($46,305 to $49,574 per annum)Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada University of British Columbia Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 3 (Gr6)Job TitleAdministrative AssistantDepartmentOffice Administration | Operations and Administration | UBC Sauder School of BusinessCompensation Range$3, $4,082.00 CAD MonthlyPosting End DateMarch 21, 2023Note: Applications will be accepted until 11:59 PM on the day...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada Methanex Corporation Full time

    Administrative Assistant:Date Posted: March 10, 2023Reports To: Manager, Global Supply ChainLocation: VancouverPosition Summary:This role reports to the Manager, Global Supply Chain and provides administrative and business support services primarily to members of the Global Supply Chain & Market Planning team. Administrative support services include calendar...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada University Canada West Full time

    Position Job Title: Administrative AssistantLocation: VancouverReports To: Manager, Administrative ServicesPrimary Purpose The primary purpose of the Administrative Assistant is to provide quality service to students, staff and visitors through the delivery of receptionist and general administrative support for the campus. Under the Campus Manager's...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada Providence Healthcare Full time

    Article Flag:Mandatory Vaccination Please Note: As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.Summary:Within...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada York House School Full time

    Administrative AssistantStart as soon as possibleWorking at York House SchoolYork House School is a vibrant and close-knit school community where people feel valued, engaged, and connected to the school. All Staff contribute towards our rigorous and innovative programs that enable our Yorkies to develop knowledge, skills, and global competencies to succeed...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada destinationone Consulting Full time

    Job Descriptiondestinationone Consulting specializes in recruitment across various sectors including Healthcare, Health Tech, Government, Municipalities, Non-Profits, Legal, and more. We are proactively building a databank for opportunities in these fields. By applying, you ensure our recruiters can quickly match you with suitable roles when they...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada The University of British Columbia Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleAdministrative AssistantDepartmentAdministration Support | Department of Forest Resources ManagementCompensation Range$4, $4,827.00 CAD MonthlyPosting End DateJune 20, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada PHSA Full time

    Administrative AssistantBC CancerVancouver, BCIn accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada University of British Columbia Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleAdministrative AssistantDepartmentAdministration Support | Department of Forest Resources ManagementCompensation Range$4, $4,827.00 CAD MonthlyPosting End DateJune 20, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada University of British Columbia Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleAdministrative AssistantDepartmentAdministrative Management | Department of Psychiatry | Faculty of MedicineCompensation Range$4, $4,686.00 CAD MonthlyPosting End DateJuly 26, 2023Note: Applications will be accepted until 11:59 PM on the day prior to the...