Administrative Assistant Ii
7 months ago
The Administrative Services team plays a pivotal role in CLS operations by performing a variety of essential administrative functions and services. This includes ensuring seamless facility access for our staff, users, contractors, stakeholders and the public, maintaining impeccable document control, facilitating employee and user training, and handling numerous other crucial tasks. In this multifaceted role, the Administrative Assistant II will provide comprehensive support to various areas within the CLS facility while primarily focusing on facility access and administering the systems for employee and user training. You will have the opportunity to leverage your technological acumen and proficiency with software platforms to efficiently address inquiries and contribute to the enhancement of services.
We are seeking an individual who not only possesses the requisite technical expertise but also embodies a passion for delivering outstanding customer service. Your ability to model exceptional service to others will be instrumental in fostering a positive and productive work environment. If you are an experienced administrative professional with a knack for problem-solving and a strong grasp of modern technologies, we encourage you to apply.
**Responsibilities**:
- Provides effective customer service to internal and external clients (staff, users, contractors, stakeholders, and the public) ensuring verbal and written communication is delivered in a professional manner.
- Controls facility access card activations and deactivations by entering and updating information in a timely fashion with strong attention to detail. Acts as the primary administrator for CLS Facility access for the following groups:
- Employees: onboarding, offboarding, position changes, updating and assigning appropriate training, reading, and orientation in line with CLSI processes.
- Users, contractors, and other stakeholders: ensuring training and all requirements are complete before granting access badges for the facility.
- Administers various software programs or databases. Specific tasks associated with CLSI training activities will include the following:
- Ensures appropriate information, training and/or reading is assigned to users, staff, contractors, etc. within our training database software.
- Completes updates in a timely manner to ensure system content accurately reflects current training status.
- Identifies opportunities to improve the stakeholder experience which may include recommendations for software enhancement and/or process improvements.
- Appropriately addresses and refers feedback from internal and external users.
- Ensuring accuracy, supports the changeover of Dosimeters (instruments used to measure ionizing radiation exposure) for the facility noting any adjustment required for status changes for recipients. This includes organizing, reviewing, reporting, and having all dosimeters ready for return to the vendor.
- Ensures the records management process is followed which includes maintaining a filing system for documents, records, reports, etc. Supports the retrieval of information for internal and external audits as required.
- Fosters relationships with key stakeholders, including staff, users, and contractors.
- Provides support to other in-scope administrative staff when needed.
- Other duties as assigned.
**Qualifications**:
- Grade 12 diploma and relevant post-secondary diploma/certificate or an equivalent combination of education and experience.
- Minimum of 6 years of relevant external work experience is required, or 4 years of CLS experience.
- Outstanding communication and interpersonal skills, with the ability to work well in a team environment.
- Strong organizational abilities and the ability to manage multiple tasks efficiently.
**Remuneration**: This position falls within the scope of the Unifor Local 609 Collective Agreement, classified as an Admin-D on the Administrative Salary Grid, with a salary of $59,128 per annum. A comprehensive benefits package, including supplemental health & dental, health spending account, disability and life insurance, pension plan, scheduled days off, and three weeks’ vacation is part of a competitive compensation package.
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