Administrative Coordinator

3 weeks ago

Ottawa, Canada NAFC Full time

**Administrative Coordinator**

**Job Overview**

Under the direction of the Senior Director, as an integral part of the NAFC team, the administrative coordinator will be responsible for organizing NAFC’s day-to-day operations and for providing clerical support to the senior director and the NAFC office. This role will be responsible for administering the NAFC’s Record and Information Management Program, which includes record classification, managing both electronic and physical records, and ensuring staff have access to relevant, accurate and timely information and data.

**Key Responsibilities**
- Reception and front-of-the-house roles, such as welcoming visitors, answering phones, and managing any activity in the front lobby of the organization;
- Administrative support to all departments including meeting minutes and notetaking, action item tracking as needed;
- Coordinate and schedule meetings, appointments, and events, including room set up, catering, and technology as directed;
- Assist in the development and implementation of NAFC’s Record and Information Management Program;
- Maintain and support staff in properly using electronic and physical filing systems, ensuring documents are organized and easily accessible;
- Work with staff to document their business processes, record classification and file management procedures;
- Connect staff to relevant, timely and accurate information and data
- Manage office calendars, meeting rooms and equipment to ensure availability and functionality;
- Maintain office facilities and address any maintenance or repair issues in a timely manner;
- Support HR functions, such as tracking employees’ office days, and assisting with onboarding processes;
- Collaborate with finance personnel to manage office expenses and reimbursements;
- Ensure compliance with organizational policies, procedures, and regulations.

**_ Note: This position description is not designed to cover or comprehensively list activities, duties, or tasks. Instead, responsibilities may change, or new ones be assigned, as required, that contribute to the overall success of NAFC._**

**Qualifications**
- Proven experience as an office administrator, administrative assistant or in a similar role;
- Proficiency in using office management tools, such as Microsoft Office suite;
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines;
- Strong written and oral communication skills;
- Strong attention to detail;
- Ability to maintain confidentiality and handle sensitive information with discretion;
- Strong interpersonal skills and the ability to work collaboratively in a team-oriented environment.
- Knowledge of office management systems and procedures.
- Familiarity with Indigenous knowledge and culture is preferred;
- Additional qualifications as an administrative coordinator or secretary are an asset;
- The ability to work in both official languages is an asset. Fluency in an indigenous language is also an asset.

**DESCRIPTION DU POSTE**

**Coordinateur administratif ou coordinatrice administrative**

Aperçu du poste Sous la direction de la directrice principale, en tant que membre à part entière de l’équipe de l’Association nationale des centres d’amitié (ANCA), la coordinatrice administrative ou le coordinateur administratif sera chargé d’organiser les activités quotidiennes de l’ANCA et de fournir un soutien administratif à la directrice principale et au bureau de l’ANCA. La personne titulaire de ce poste sera chargée de l’administration du programme de gestion des dossiers et de l’information de l’ANCA, qui comprend la classification des dossiers et la gestion des dossiers électroniques et physiques. La personne titulaire de ce poste s’assurera également que le personnel a accès à l’information et aux données pertinentes et exactes, et ce, en temps opportun.

**Principales responsabilités**:

- S’acquitter des fonctions relatives à la réception et à l’accueil, comme accueillir les visiteurs, répondre au téléphone et gérer toute activité à l’entrée de l’organisation;
- Offrir un soutien administratif à tous les départements, y compris la rédaction des comptes rendus de réunions, la prise de notes et le suivi des mesures à prendre, le cas échéant;
- Coordonner et planifier les réunions, les rendez-vous et les événements, y compris l’aménagement de la salle, la restauration et la technologie, selon les instructions;
- Contribuer à l’élaboration et à la mise en œuvre du programme de gestion des dossiers et de l’information de l’ANCA;
- Aider le personnel à utiliser correctement les systèmes d’archivage électroniques et physiques, en veillant à ce que les documents soient organisés et facilement accessibles;
- Travailler avec le personnel à la documentation de leurs processus opérationnels, à la classification des documents et aux procédures de gestion de

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