Training Support Assistant

3 weeks ago

Edmonton, Canada Alberta Home Visitation Network Association Full time

**Position Summary**:
This position reports to the Program Administrative Coordinator and is responsible for providing front desk customer service and is the first point of contact for all stakeholders.

The Program Administrative Assistant works as a member of the Program Administrative team to organize processes and procedures to effectively operate the office and support our training teams in organization of materials and venues for our workshops. They will also provide support to successfully register and process payments and are responsible for all aspects of membership administration. A significant part of role consists of organizing and executing mailouts of various materials while maintaining an accurate tracking system and records of all materials delivered and/or returned.

This position requires a person that is comfortable working within a collaborative team environment both virtually and in office. This position works with all staff, association members, and community stakeholders in the fields of Home Visitation Programs, Family Resource Networks and Early Childhood Educators.

This is an in-office position and requires a reliable vehicle for transportation to and from trainings and the office. Some virtual training supports on evenings and weekends as required.

**Work Responsibilities**:
Office Support
- Direct inquires to the appropriate staff member or team.
- Provide exceptional customer service to members and community stakeholders.
- Post and distribute incoming and outgoing mail for payments, training materials and other office specific items.
- Monitor, order, and maintain office supplies and training materials/resources while communicating inventory levels to various team coordinators and director.
- Maintain and update contact information relating to AHVNA activities in the contact database, membership database, Publications Contact lists, etc.
- Organize office, meeting rooms and storage room processes/procedures to ensure the smooth running of the office environment and work flow.
- Maintain office/program files to ensure accurate data collection and records for both digital and physical files for all teams.

Program Support
- Putting together course materials, handouts, and resources. Record mailing lists and postage records for reference to 45 -50 training workshops and events.
- Organize and execute course material/resource mailing and shipping to various locations within Alberta.
- Monitor inventory levels and reorder materials as needed based on event planning with projected number of participants.
- Generate course registration/sign in sheets, create/design certificates, perform mail merges and excel data tracking spreadsheets.
- Monitor course registrations on website and provide website assistance as required.
- Enter and collect data for cost analysis of 45-50 training programs.
- Aid customers/members in course registration and process payments as needed.
- Issue receipts and invoices for training courses and membership fees.
- Assist with annual reports, quarterly reports, and training evaluations.
- Participate in special projects and tasks as they are assigned.

**Qualifications**:

- Completion of post-secondary education in a certificate, diploma or degree program. A combination of education and/or experience will be considered.
- 2+ years’ progressively responsible experience in an administrative role providing dedicated support in coordinating and organizing administrative processes.
- Experience working in a receptionist or clerical role providing front desk customer service is considered an asset.
- Experience using Adobe, Canva, WordPress, MemberPress, Espresso and virtual conferencing software (Zoom and Teams) is considered a valuable asset.
- Experience working in a non-profit setting with membership is considered an asset.
- Familiarity in the field of home visitation, family support or human services is considered an asset.
- A satisfactory Criminal Record with Vulnerable Sector and Child Welfare Check is required.
- A valid driver’s license and access to a reliable vehicle with proof of insurance (to two million dollars) is required.

**Skills & Abilities**:

- Strong attention to detail and accuracy.
- Strong verbal and written communication skills.
- Establishes a realistic system to accomplish work tasks and maintain good time management.
- Ability to use basic math and problem solving skills.
- Excellent interpersonal skills to effectively work with the diverse needs of the clients AHVNA supports.
- Open to change and flexible to the needs of the team and customer.
- Create and maintain positive relationships with all stakeholders, team, members and customers.
- Works independently and effectively with others to resolve problems and make decisions within a team environment.
- Maintains the confidentiality of the organization in a professional and ethical manner.
- Openness to feedback and willingness to complete continuous training and professional

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