Administrative Services Coordinator

4 weeks ago

Fredericton, New Brunswick, Canada New Brunswick Extra Mural Program Full time
Competition # EM25104, Full Time Permanent, Fredericton

0800hr to 1600hr Monday-Friday. Subject to change due to operational requirements.

ANTICIPATED START DATE

March 27, 2025

ANTICIPATED END DATE

Not Applicable

SALARY RANGE

As per collective agreement

LANGUAGE REQUIREMENT

Written and spoken competence in English is required.

CLOSING DATE

March 12, 2025

JOB SUMMARY

The Administrative Services Coordinator will provide coordination and administrative support for the EMP South Director, as well as the EMP units in the South Regions. They will oversee Administrative employees and ensure office procedures are maintained.

Supervisory Duties

- Coordinates and organizes departmental workflow by performing duties such as prioritizing and assigning work;
- Ensures orientation and training for employees;
- Participates in the performance appraisal and interview process.

Administrative Support Duties

- Answers telephone, screens callers, identifies problems, makes appropriate decisions such as redirecting calls; provides necessary follow up;
- Creates and maintains databases, enters statistics and analyzes data, and prepares reports for managers, Director, and EM/ANB;
- Arranges meetings, schedules rooms, organizes catering and equipment, prepares agendas, and supports Director with schedule;
- Schedules and organizes events and ensures necessary follow-up; provides administrative support for various committees;
- Records, transcribes and distributes minutes; provides necessary follow-up;
- Replies to correspondence; creates, edits, and formats documents such as letters, reports, memos and all other outgoing documentation;
- Ensures maintenance of departmental filing system;
- Maintains departmental policy and procedure manuals;
- Coordinates travel arrangements and accommodation reservations;
- Acts as a resource person for clients and employees; oversees and/or coordinates departmental workflow, where required;
- Performs departmental financial duties such as accounts receivable/payable, petty cash, and bank deposits;
- Monitors and processes departmental expenditures such as vendor contracts, invoices, and expenditures for budget purposes;
- Schedules appointments, employees and or volunteers;
- Arranges for replacement of employee absences such as vacation, sick, and holidays;
- Performs departmental payroll duties such as correcting and distributing time sheets, entering payroll data.

Other Duties

- Performs general office duties, such as statistical data entry, photocopying, and faxing;
- Opens, reads, sorts, and distributes incoming mail;
- Greets individuals and provides general information;
- Orders, receives, and maintains office supplies; ensures office equipment is maintained for Director;
- Maintains a clean and safe work area.

REQUIRED QUALIFICATIONS AND OTHER JOB REQUIREMENTS:

- High school graduation plus an administrative support program of over one year and up to two years, which includes medical terminology/transcription courses;
- Two years of previous work experience is required and demonstrate supervisory ability;
- Demonstrated ability to analyze and develop data reports;
- Demonstrated proficiency, verified by testing, all of the following areas: Microsoft Applications - Word, Excel, Outlook, PowerPoint, Typing, Medical Terminology, Data Entry;
- Submit a valid and clean criminal record check;
- Must demonstrate the ability to work efficiently as a member of the team and possess strong interpersonal skills, good judgment and decision-making skills;
- Must be able to work all shifts as assigned, maintaining a good attendance record;
- Must have a high regard for confidentiality;
- Must have excellent work habits and have a professional appearance;
- Must have a valid New Brunswick Class 5 Driver's License and good driving record (proof required).

If you are interested in working with a dynamic team of professionals and possess the necessary qualifications, please click the 'Apply Now' button to submit your resume.

We would like to thank all candidates for expressing interest. Please note only those selected for interviews will be contacted.

EM/ANB Inc. is committed to the principle of equal opportunity in its employment practices and to providing an environment free from discrimination and harassment for all employees.

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