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Administrative Assistant to Vp Operations
2 weeks ago
**Organization Overview**
Our Client (Central West Specialized Developmental Services) is a $40 million, leading edge not-for-profit organization in the field of developmental services. They provide a wide range of residential and non-residential services for individuals with developmental disabilities and complex needs.
**Position Overview**
**Responsibilities**
**Executive & Administrative Support**
- Provide direct administrative support to the VP Operations and VP Clinical.
- Serve as a liaison between the Vice Presidents to ensure seamless communication and alignment between departments.
- Manage calendars, schedule meetings, and coordinate travel arrangements. Maintain accurate filing systems both electronic and physical. Maintain and regularly update department directories.
- Prepare reports, presentations, memos, and correspondence as needed.
- Serve as the primary point of contact for internal and external communications. Maintain confidential records and documentation.
- Provide scheduling and administrative assistance to other departments, include leave coverage for other administrative assistants.
**Time & Attendance Management**
- Create and distribute work schedule for managers, nurses and 1-9’s including tracking weekend coverage, last minute changes and vacation requests.
- Create and distribute on-call schedules for managers, directors and senior leadership teams.
- Maintain employee timekeeping and attendance records to ensure accuracy and compliance, including tracking overtime, vacation, sick days, and leaves for clinical, managers and administrative staff.
- Generate and distribute timekeeping reports for department managers and/or finance, as required.
- Maintain user accounts, troubleshoot minor system issues, and coordinate with IT support as needed.
- Update and maintain data entry for ADP workforce for time and attendance.
- Provide administrative support for the use of key databases including AIMS, Webtracker, DSCIS and ADP Workforce Now.
- Monitor the SOAR reporting, ensuring all items are up to date and follows up on outstanding tasks.
- Provide administrative assistance to committees and work groups, including minute taking, as required.
**Requirements**:
- 1 or 2 Year College Program in Office Administration
- 3-5 years experience
**Skills**:
- MS Office (Word, Excel, PowerPoint, Teams, Outlook)
- Strong organizational skills and attention to detail.
- Ability to multitask and prioritize tasks in a fast-paced environment.
- Excellent verbal and written communication skills.
- Ability to maintain confidentiality and exercise discretion.
Pay: $52,000.00-$63,000.00 per year
**Benefits**:
- Dental care
- Extended health care
Flexible language requirement:
- French not required
Schedule:
- Monday to Friday
Application question(s):
- Are you open to on-site work 5-days/week?
Work Location: In person
Application deadline: 2025-05-01
Expected start date: 2025-05-26
