Administrative Assistant, Membership

2 weeks ago

Saskatoon, Canada Saskatchewan Medical Association (SMA) Full time

We have an exciting opportunity for a part-time, permanent Administrative Assistant, Membership to join our growing team

This position (1 of 2) is the first point of contact to the SMA for those calling or visiting, and we want them to find a friendly, smiling face and a professional helping hand. This is achieved through handling inquiries in a welcoming, professional, and courteous manner, or by directing those inquiries to the appropriate SMA staff. The position also provides a range of office, clerical and administrative duties to support the effective operation of the SMA.

Based on-site at our office in Saskatoon, the regular hours of work are Monday to Friday from 12:15pm to 5:15pm.

**Key responsibilities include**:
1. Handles guest/caller inquiries in a welcoming, professional, timely and courteous manner to ensure the guest/caller’s experience at the SMA is pleasant and satisfactory. Accurately routing calls as necessary.

2. Maintains an accurate SMA room booking system by coordinating with both the College of Physicians and Surgeons of Saskatchewan (CPSS) and SMA using a web-based, joint calendar.

3. Maintain workplace security by issuing, checking and collecting badges as necessary, and maintaining visitor logs.

4. Monitors, orders and restocks office supplies to maintain an optimal level of supplies that meet the operational needs of various departments/programs.

5. Receives, sorts, and distributes mail and delivery requests daily.

6. Monitors office equipment, replenishes supplies, and places troubleshooting service calls if required.

7. Maintains the professional appearance of the reception and front area including the seating area. Oversees the common professional meeting/space area and reports any maintenance requests.

8. Provides logistics planning and support for various committee/project meetings as required, including: booking meeting space, managing invites/attendance, arranging catering, preparing the agenda and related information items, and tracking/following-up on action items. Works with discretion regarding sensitive and confidential information.

9. Provides clerical and administrative support such as

a. Assists with special projects that require word processing, data entry, or online research

b. Creates and distributes minutes of weekly staff meetings

c. Creates and updates various documents to ensure smooth operation of the front area, including setting up calendars, and meeting room bookings.

d. Prepares and sends member announcement cards for changes in practice

e. Updates reception office procedure manual

f. Other duties as requested by the Team Lead.

10. Acts as on-site fire captain during fire emergency response.

**Qualifications**:

- Post
- secondary diploma in Office Administration or equivalent combination of experience and education.
- A minimum of one to two years of experience in reception/office administration and clerical procedures.
- Experience in health care and/or a member association would be an asset.

**Houly rate**:
$23.02 to $31.14 per hour commensurate with experience.

**Perks & Benefits**:

- Pension Plan
- Group Benefits Plan including Health, Dental, Disability, and Life Insurance
- Employee and Family Assistance Program (EFAP)
- $600 Annual Employee Wellness Program
- On-Site Gym

The SMA is an equal opportunity employer, and we encourage all qualified applicants to apply.

**Job Type**: Part-time

Pay: $23.02-$31.14 per hour

Expected hours: 25 per week

Work Location: In person

Application deadline: 2024-09-19

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