Casual - Administrative Assistant, Regulatory

3 weeks ago

Edmonton, Canada The Alberta Association of Architects Full time

**Position Summary**

The Alberta Association of Architects is seeking a part-time Administrative Assistant.

Reporting to the Executive Officer of Regulatory Affairs, the Assistant will serve the Regulatory Affairs team primarily as support to Registration.

This position will demonstrate a strong commitment to the values and beliefs of the Alberta Association of Architects (AAA), contributing to and being accountable for the strategic and business initiatives of the AAA while assisting in creating a positive and professional working environment.

**JOB DESCRIPTION**

The following tasks, duties and responsibilities are the essential functions of this job:
**Registration**

Assist the Registration Administrators with the following duties, as requested:
Registration Inbox:

- Follow the current administrative process for managing and assigning tasks from the two registration accounts.

Filing / file management - most record keeping is electronic with some historical files in paper format:

- Handle registration filing (electronic and hardcopy) including the organization and maintenance of the registration filing room.
- Archive, and/or destroy files as per the AAA’s File Retention and Destruction policy.
- Search paper registration files in support of occasional inquiries.

Correspondence / requests:

- Prepare Letters of Good Standing and Confirmations of Registration
- Process requests for replacements of Seals/Certificates, as requested.
- Update letters and content for forms as needed.

Registration packages:

- Create, scan, copy, compile, and courier registration packages.

Practice Certificates and Practice Stamps:

- Coordinate signatures from President and Registrar on practice certificates.
- Ensure there is always an adequate stock of both signed and unsigned certificates.
- Order new stamps and prepare mail-out to members.

Life Members:

- Assist with coordinating the annual life member project. Create certificates, have them signed, and create letters.

Assist with coordinating ExAC.

Intern logbooks and interview Coordination:

- Assist with undertaking tabulation of periodic reviews (logbooks)
- Assist with coordinating intern interviews.

General administration:

- Scan and copy documents.
- Order registration supplies (such as folders, certificates) for registration team.
- Compile, organize and handle outgoing mail / courier for registration.
- Assist with other administrative duties, as assigned by the Director of Regulatory Affairs.

**Other**:
Assist the Illegal Practice Coordinator and Policy and Compliance Officer, as requested:

- General Administration - copy, scan, and forward various documents.
- Other duties as required.

**Education & Experience**
- Certificate or diploma in Office Administration is a definite asset.
- A minimum of two (2) years’ experience in an administration capacity.
- Strong knowledge of general office procedures involving equipment and machines, procurement, etc.
- Intermediate to advanced knowledge of MS Office.
- Must speak, read and write English fluently.

**Skills & Abilities**
- Excellent organizational, communication and interpersonal skills.
- Natural aptitude and comfort learning and working with new software and databases, particularly those that are transactional based.
- Ability to handle sensitive and confidential information in a professional manner.
- Must be professional, organized and efficient.
- Exhibits attention to detail and is committed to producing accurate and high-quality work.
- Ability to manage multiple tasks and meet deadlines.
- Superior telephone manners and strong customer service orientation.
- Ability to establish and maintain cooperative working relationships.
- A capacity to work in a self-directed manner with mínimal supervision.
- Ability to thrive under pressure with competing priorities.

The closing date for submissions is 4:30 pm MST on Wednesday May 24.

We thank all applicants for their interest; however only those selected for an interview will be contacted.

**Job Types**: Part-time, Fixed term contract
Contract length: 12 months
Part-time hours: 22.5 per week

**Salary**: $22.00 per hour

Schedule:

- No weekends

Work Location: In person

Application deadline: 2023-05-24

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