Administrative Assistant
6 days ago
**Administrative Assistant - Onsite**
**Location: Pinawa, Manitoba**
**Schedule: Four (4) - 10 hour Shifts - Monday to Thursday**
**Job Summary**
The purpose of the Administrative Assistant position is to provide administrative support to the Whiteshell (WL) Training and Development department. The position reports to the Supervisor of Training and Development and provides administrative, clerical and office management support services to the Supervisor and all Training and Development team members.
Canadian Nuclear Laboratories (CNL) employees perform all duties in accordance with established health and safety and regulations/guidelines, policies and procedures (i.e. utilizing personal protective equipment as per safe work procedures). Notifies management or supervisor of all occurrences, injuries, illnesses or safety and health concerns which are likely to harm themselves, their co-workers or any other on the premises in a timely manner and in accordance with established reporting requirements.
**Qualifications**
Education
- Successful completion of secondary school (Grade 12) with two (2) to four (4) years of related experience or a college diploma in a related discipline (e.g. Office Administration) and one (1) year experience.
Experience
- A minimum of one (1) year relevant work experience in office administration or related field.
**Abilities and Skills**
- The incumbent should have: _
- Effective oral and written communication skills are essential for formal correspondences and communication with all staff, levels of management, and external contractors;
- Knowledge of administrative-based theories, concepts and principles to provide administrative support to the department manager and staff;
- Ability to work independently in an environment of rapidly changing and conflicting priorities using prioritization and planning skills to meet established deadlines;
- Must be proficient with web-based systems such as Oracle, and the ability to learn and adapt to work related software (i.e. CNL Learning Management System);
- Ability to use general office equipment such as printers, fax machines, photocopiers, scanners, projectors, and audio-video conference devices;
Must have good interpersonal skills, along with efficient and effective communication and organization skills;
- Ability to maintain and update databases, track and gather data, and compile reports;
- Must have good time management skills;
- Must have strong initiative, a drive to succeed, a positive attitude, and consistent careful attention to details;
- Committed to quality work and professional standards, and dedicated to the successful completion of all requirements;
- Complete CNL training as identified and scheduled by the Branch Manager;
- Demonstrates a “safety first” attitude;
- Demonstrates initiative and judgement to organize and maintain flow of work and accuracy of records;
- Must be punctual, dependable, and safety minded;
**Functions and Responsibilities**
- Functions and responsibilities include but are not limited to the following: _
- Perform and manage a variety of sensitive and demanding administrative support duties to maintain an effective and efficient office operation;
- Under the direction of the training supervisor, prepare and organize a variety of material with mínimal instruction and guidance;
- Provide administrative information and assistance to Training and Development team members to meet business objectives;
- Provide administrative assistance for training branch operations such as scheduling and coordinating training, booking rooms, taking notes at meetings, making catering arrangements, and maintaining good housekeeping to ensure a smooth workflow and safe working environment;
- Assist branch Manager to organize time and arrange/maintain schedule of meetings, manage MS Outlook calendar, arrange travel, schedule appointments, meetings, assist in the preparation of presentation material and set up meetings rooms, etc.;
- Process rosters and training records in CNL Learning Management System; maintain hard and electronic copy filing systems and ensures efficient document storage and retrieval;
- Act as the first line contact for training-related questions, obtain and provide information to stakeholders within and outside the organizations ensuring timely and accurate response;
- Track training requirements of decommissioning projects and report on variances to Branch Manager;
- Prepare and format documents, reports and spreadsheets as required and obtaining reviews and signatures as needed;
- Act as liaison between Manager and direct reports in requesting and distributing information and assisting staff and others as required in the preparation of standard, high quality materials by composing routine correspondences, participating in the operation and management of a record keeping system;
- Track and reconcile employee timesheets and employee leave;
- Disseminate information from WL Leadership to WL
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