Administrative Support
5 months ago
**HOURS**: Monday-Friday, 8:30AM-5:00PM, 37.5 hours/week
- Temporary, Full Time Position, 2 months with possibility of extension_
**JOB BACKGROUND**:
Connecting children and families through shared humanity.
The Ubuntu CSD (Collaborative Service Delivery) Program is an innovative approach to child and family support which leverages a network of partner agencies and Children’s Services to create customized support for children, youth, and families in Northeast Edmonton. Ubuntu offers a continuum of culturally aligned, community-based, family and child centered services. Collectively, with Boyle Street as the lead agency, Ubuntu is one point of access to a streamlined set of services that leverages the expertise of five networks to meet the needs of our families, children, and youth. Entitled the C5 (Collaborative Five) - Ubuntu works collaboratively with Boyle Street Community Services, Bent Arrow Traditional Healing Society, Edmonton Mennonite Centre for Newcomers, Norwood Child and Family Resource Centre, and Terra Centre for Teen Parents.
**This position is based out of the C5’s North East Hub - 14023 Victoria Trail.**
**JOB PURPOSE**:
The Administrative Support acts as a first point of contact at the Ubuntu Program, greets visitors, and answers basic inquiries about the Centre, services, and/or refer questions to the appropriate staff. The Administrative Support provides timely and accurate contact to visitors to the Ubuntu Children & Families Program, and models the values of the agency through a friendly, compassionate, and professional manner. The Administrative Support works closely with the Ubuntu Senior Administrator and the Administrative Team to ensure that staff and community members work in a safe and organizationally effective environment. The Administrative Support handles many of the front-facing administrative tasks, while supporting the Ubuntu Senior Administrator with back-end tasks related to administration and operations.
**KEY AREAS OF RESPONSIBILITY**:
- Act as a first point of contact at Ubuntu Program - greet families, guests, partners, staff, contractors, and visitors and answers basic inquiries about the Program, services, and/or refer questions to the appropriate staff
- Present a calm, friendly, and professional manner with visitors and callers
- Build positive relationships with children, families, and community partners
- Assist with non-routine or crisis situations through a trauma-informed approach
- Take a leading role in the presentation of the office and taking steps to ensure the consistent cleanliness, functioning, and appropriateness of the space
- Opening and closing of the office daily
- Maintain and order office supplies to ensure efficient operation by the agency
- Answer and direct incoming calls during office hours, taking messages, screen calls and refer inquires to appropriate agency staff
- Complete file disclosures and work closely with the Senior Administrator on case/file management
- Provide internal and external room bookings for Ubuntu/BSCS related activities to staff and partners in order to ensure efficient and orderly utilization
- Ensure that rooms are set up to accommodate bookings (tidy, water available, etc.)
- Assist with building security through the appropriate documentation and maintenance of accurate records of keys and access codes provided to staff and partners
- Process and distribute incoming and outgoing mail
- Support wellness activities for staff and partners
- Partnering with the Senior Administrator for administrative and operational duties and tasks
- Other duties as required
**QUALIFICATIONS**:
**Experience**:
- At least 3 years’ experience working in a professional administrative role
- Experience with and knowledge of Indigenous culture and ceremonies is considered an asset.
- Knowledge of and experience working in the non-profit sector is an asset
- Knowledge of and experience working with community resources in Northeast Edmonton
- Valid driver’s license and reliable vehicle is preferred
- Criminal Record Check (including Vulnerable Sector Scan), Child Intervention Record Check, and Drivers Abstract completed within 6 months are required by start date
**Skills, Abilities, and Attitudes**:
- Advanced knowledge of Microsoft Office Suite, business equipment, and databases
- Great attention to detail, excellent organizational skills, and ability to multi-task
- Able to work in a stressful environment and assist with difficult, sometimes distressed clients, including adults, children, and youth
- Experience and comfort working with people from all walks of life
- Is self-motivated and has the ability to work independently
- High degree of flexibility and leadership skills
- Works with initiative, commitment, and enthusiasm
- Ability to maintain discretion and maintain confidentiality
- Proven ability to work in a respectful and client-centered manner
Boyle Street Community Services aims to foster a work environmen
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