Office Administrative Assistant – Summer Position

1 week ago

Edmonton, Alberta, Canada Edmonton Chamber of Voluntary Organizations Full time

Multicultural Family Resource Society was built by and for immigrant and refugee families who dared to dream of an inclusive, equitable and intercultural Edmonton. We embrace that dream – we work as a collaborative, intercultural community to address the poverty and exclusion many newcomers face. As a community, we lead in parent, youth and senior programming that nurtures a culture of belonging and well-being.

Our brokering practice incorporates both one-on-one and groups to support immigrant and refugee families to thrive through culturally responsive and participant-driven programs. Our services are designed to reduce social isolation, enhance knowledge and skills, increase access to community support and intercultural opportunities, encourage health and wellbeing, reduce poverty, and empower families to walk in multiple cultures confidently.

The Office Administrator plays a crucial role in supporting various aspects of our organization, with a primary focus on evaluating and optimizing our online filing system (Google Drive).

Key Responsibilities:

  • Document Management: Oversee the organization, filing, and retrieval of physical and digital documents to ensure easy access and compliance with record-keeping standards.
  • Database Management: Maintain and update databases, ensuring accuracy of information and assisting in generating reports as needed.
  • Record Keeping: Maintain accurate and up-to-date records, both physical and digital, related to office procedures, employee details, and other pertinent information.
  • Task Prioritization: Assist in prioritizing tasks, deadlines, and projects, helping to ensure efficient workflow within the office.
  • Folder Structure Evaluation: Perform a folder structure evaluation of our online filing system (Google Drive) to assess the current folder structure in Google Drive. Identify redundancies, unnecessary folders, or subfolders and propose and implement a streamlined and logical folder hierarchy.
  • File Naming Conventions: Review filing name conventions currently in use, standardize file names to ensure consistency and ease of search.
  • Feedback Collection: Establish channels for users to provide feedback on the Google Drive system. Gather input on challenges, suggestions, and improvements. Use feedback to iteratively enhance the system based on user needs.

Qualification requirements:

  • Proficiency in Computer Systems: Strong proficiency in computer skills, including experience with office software such as Microsoft Office Suite (Word, Excel, PowerPoint), email systems, and familiarity with operating systems (Windows, macOS). Experience with document management software and cloud-based storage systems, such as Google Drive, is highly desirable.
  • Organizational Skills: Excellent organizational skills with the ability to prioritize tasks, manage deadlines, and coordinate multiple projects simultaneously to ensure smooth workflow within the office.
  • Google Drive Proficiency: Proficiency in using Google Drive or similar cloud-based storage systems.
  • Communication and Collaboration: Strong communication skills with the ability to work collaboratively with team members and stakeholders.
  • Cultural Competency: Demonstrated cultural competency with a strong understanding and appreciation of cultural diversity. Ability to work effectively in a multicultural environment and support immigrant and refugee families with empathy, and a deep understanding of their cultural backgrounds.
  • Problem-Solving Skills: Proven ability to identify inefficiencies in processes and propose solutions for improvement.

Behavioural Competencies

  • A commitment to lifelong learning and the desire to invest in the development of the long-term capability of yourself and others; creating a safe environment where learning is considered a shared experience and where people can continue to develop new skills.
  • Openness to intercultural learning: the ability to manage biases and use curiosity to learn more about others while also learning about yourself and creating spaces to share ideas and perceptions.
  • Self-awareness: the ability to understand oneself and the impact that one's perceptions and attitudes have on others

Additional requirements:

  • Police Clearance is required

If you are interested:

Please submit your complete résumé to:

We thank all applicants but only those shortlisted for an interview will be contacted.

Please submit your application by Monday, May 26, 2024 at 11:59 PM MST.


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