Office Manager

Location: Moncton , On-site. Permanent Full-Time

About CMHA of NB

The Canadian Mental Health Association of New Brunswick Inc. (CMHA of NB) is part of a nationwide, voluntary organization that that envisions a country where mental health is a universal human right. CMHA of NB work is guided by the mission of ensuring that all people in New Brunswick experience good mental health and well-being.

CMHA of NB is STEADFAST and has long fought to improve the state of mental health in New Brunswick, yet acknowledges that the work is ongoing and remains committed to this important task. CMHA of NB is INCLUSIVE and strives for all people in New Brunswick to see themselves represented and served by CMHA of NB. The organization values the voice of those who have experienced mental illness and recognize a diverse range of mental health approaches.

CMHA of NB is PROACTIVE, with leaders who value action over mere talk, and is committed to innovation and forward-thinking to continually address and improve mental health in New Brunswick. Furthermore, CMHA of NB is COMPASSIONATE, approaching its mission with empathy, care, love, and kindness.

CMHA of NB, being COLLABORATIVE, mobilizes and marshals resources, partners, and people to come together to realize necessary changes in our communities and in the mental health system in New Brunswick. CMHA of NB provides a wide range of services and supports to people who are experiencing mental illness, their families, friends, and the public. One of the core goals of these services is to help people with mental illness develop the personal tools to lead meaningful and productive lives.

Position Summary:

The Office Manager will perform administrative duties and ensure that the office operates efficiently and smoothly. Their responsibilities include duties such as greeting visitors, managing office and program supplies inventory, managing and maintenance of online communication vehicles, such as CMHA of NB website and social media accounts, supporting staff with administrative tasks like scheduling trainings and meetings, providing assistance by telephone and e-mail, taking registrations and generally being a helpful and positive presence in the workplace.

The Office Manager will have a diploma in business administration, communications, or a related field. They are highly organized and self-motivated, and they have excellent attention to detail. The Office Manager, being the first point of contact for the Moncton office, will handle a variety of tasks to ensure that all interactions between the organization and others are positive and productive.

The Office Manager is a master multi-tasker with excellent communication skills and an upbeat attitude. The Office Manager is professional, polite, and attentive while also being accurate. They are always prepared and responsive, willing to meet each challenge directly. They are comfortable with computers, general office tasks, and excel at both verbal and written communication in both official languages. Most importantly, they have a genuine desire to meet the needs of others.

Responsibilities:

• Provide administrative support to the organization and ensure the office is operating smoothly.
• Perform receptionist duties: greet visitors and answer and direct phone calls.
• Ensure there is office coverage for main phone line and reception during regular business hours (Monday to Friday 8:30am to 4:30pm). Responsible to arrange for coverage/phone transferring during any breaks/absences.
• Remain educated on community resources and all CMHA of NB programming.
• Refer the public to the appropriate resources and/or programs.
• Ensure confidentiality is made a priority and that all confidential information remains onsite and is placed in a locked filing cabinet when not in use and computer is locked when not in use.
• Manage office supplies and program material inventory and place orders, as necessary.
• Building maintenance management, ensure office cleaning, garbage removal and water delivery is completed as per applicable contacts.
• Monitor supply of soap, paper towels and toilet paper, ensuring that all building washrooms are stocked as needed.
• Receive and sort incoming mail and deliveries and manage outgoing mail.
• Identify opportunities for process and office management improvements (design/systems).
• Maintain cleanliness of reception and training room spaces.
• Monitor training room schedule and ensure space is prepared for meetings and programs in a timely fashion.
• Actively participate in team meetings.
• Assist participants with program registrations and ensure accurate information for the participant management database.
• Provide other administrative support as requested by your direct supervisors such as scheduling meetings/training, maintaining calendars, doing research, and creating forms and reports.
• Create and disseminate internal and external communications materials for provincial events and programs.
• Oversee the development, management, and maintenance of online communication vehicles, including but not limited to the CMHA of NB website and social media accounts such as Facebook.
• Ensure that all materials are developed and distributed according to an appropriate timeline.
• Build communications templates for various types of communication mediums including email, letters, phone messages, etc.
• Analyze potential new products/media to enhance the communications work.

Qualifications:

• Preference will be given to candidates with College Diploma, combined with relevant work experience. A combination of work experience and education will be considered.
• Proficiency in both English and French languages is mandatory
• A new Criminal Record and Vulnerable Sector Check is mandatory.
• Workplace First Aid /CPR certification or willingness to be trained.
• A valid Work Permit is mandatory for temporary residents.
• Residency in New Brunswick (NB) or willingness to relocate is mandatory.

Core Competencies:

• Organizational skills
• Creative Problem-solving
• Communication
• Rapport/Relationship Building
• Teambuilding
• Critical Thinking
• Attention to Detail
• Flexibility & Adaptability
• Time Management & Priority Setting
• project management and multi-tasking
• Self-Awareness & Confidence
• Initiative & Commitment

Knowledge, Abilities & Skills:

• Excellent computer literacy skills including effective working skills of Microsoft 365, especially MS Word, Excel, PowerPoint, email, and Adobe Products is required.
• Excellent written and verbal communication skills. Exceptional command of language, including grammar, punctuation, and spelling.
• In-depth knowledge of the preparation of communications instruments.
• Knowledge of the principles of effective communications and mass media, publicity, advertising, policies, education, community relations, demonstration, organization structure, social service, and government relations, as they relate to the organization.
• Technical skills in designing promotional material and graphics.
• Ability to ensure the security and confidentiality of participant information and records.
• High level of accuracy in preparing and entering records.
• Professional, compassionate, and non-judgmental approach to communication.
• Works well with others and handles direction and criticism in a positive manner.
• Flexibility and ability to adapt creatively in a variety of situations.
• Ability to absorb new ideas and concepts quickly and ensure they are clearly communicated to an audience.
• Politically and culturally sensitive.
• Awareness and sensitivity to all types of issues related to participant diversity.
• Empathy towards individuals with diverse backgrounds and lived experiences, always providing a positive, supportive, and enthusiastic point of contact.
• Ability to work effectively in various settings and environments, both one-on-one and in group settings.
• Strong interpersonal skills, flexibility, and effectiveness at individual, program, and system levels.
• Highly motivated and passionate about mental health and anti-oppressive work.
• Conscientiousness, loyalty, self-discipline, and commitment to organizational goals, policies, and rules.
• Agreeableness, willingness to work with others, consideration, and genuine concern for others' well-being.
• A calm and non-reactive nature and a relaxed, steady, and responsible approach to situations, events, and people.
• Knowledge of the formal NB mental health system, community organizations, and resources, including CMHA of NB programs, is an asset.
• Knowledge/familiarity with the mental health, addiction, and social service systems is an asset.

Working Conditions:

• The work location is CMHA of New Brunswick, Moncton office.
• The workweek is 37.5 hours (Monday to Friday 8:30am to 4:30pm).
• Flexible work schedules may be required to meet operational requirements.
• Manual dexterity is required to use desktop computers and peripherals.
• Some limited travel is expected and access to reliable transportation is necessary.
• This position will report directly to the Manager of Programs.
• CMHA of NB is committed to building a skilled and diverse workforce that reflects the New Brunswickers we serve. As an equal opportunity employer, we actively support workplace equity for all persons, and are committed to including and reflecting the population we serve. CMHA of NB encourages applicants to identify as belonging to one of the designated groups of the Employment Equity Act. Preference shall be given to those who demonstrate they are among the most qualified as stated above.Employment Equity Act

We thank all those who apply; however, only those selected for further consideration will be contacted.