Administrative Assistant

**Job Title**: Administrative Assistant (1.0 Full-Time Equivalent)

**About Us**:Brain Care Centre (BCC) exists to give those impacted by acquired brain injury the supports they need to overcome limitations, reconnect, rebuild, and thrive in the community. BCC is a registered charitable not-for-profit organization and serves the spectrum of brain injury from mild to severe.

Parkinson Association of Alberta (PAA) is the source for support, education and inspiration for people impacted by Parkinson disease and Parkinson’s Plus Syndromes, and engagement in important quality of life research with an emphasis on Alberta.

**Role**:BCC and PAA are joint employers for the Administrative Assistant position. Reporting to the Program Manager of BCC and the Executive Assistant of PAA, the Administrative Assistant provides comprehensive office support, including management of the reception area and appointment scheduling, to ensure a high-quality and welcoming operating environment for both BCC and PAA.

**Qualifications**:

- Certification: Related certificate, diploma or degree
- Experience: Reception work; office administration; proficient use of software and web-based platforms such as Microsoft Office and the Google Suite. Experience with Salesforce, Sage 50, MailChimp, DonorPerfect, and/or Kadence would be an asset.
- Up-to-date and clear criminal record check.

**Competencies**: Competencies are behaviours that are essential to reach our goals in serving adults with acquired brain injuries. We encourage you to have an in-depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.
- Verbal, listening, and written communication skillsConveys respect when listening and responding to clients and other staff members, practices self-awareness and regulation of emotions to use them productively, is able to articulate accurate information in a professional manner (in verbal and written forms)
- Plan creation and execution skillsCreates and executes realistic work plans, manages multiple tasks and meets deadlines through prioritization, goal setting, organization and teamwork
- Problem solving and decision-making skillsAccesses resources, information and technology from other areas and uses it to analyze issues, resolve problems and improve performance
- Empathetic and responsiveAbility to view social issues from a variety of lenses and treats individuals from all walks of life with respect, warmth and compassion
- Team collaboration and independent work skillsCollaborates and communicates effectively with staff team, clients, and other stakeholders, and takes initiative in completion of day-to-day work
- High degree of professionalismMaintains client confidentiality, is transparent and accountable for their work, supports and acts the organization’s values, and contributes to a positive work environment
- Growth mindset approach to workActively seeks out development opportunities and feedback, and is persistent when faced with challenges or barriers

**Major Responsibilities**:

- Provide responsive, client-and guest-centered service to all who contact or come into the Buchanan Centre.
- Ensure the reception, kitchen, library, and waiting areas for BCC/PAA are well-maintained and organized; complete daily office opening and closing procedures.
- Manage central booking system (booking, cancelling, rescheduling client appointments) using Google/Outlook calendars and Kadence for in-office meetings; calendar development and scheduling for PAA support groups.
- Accurately enter donor information and donations into Salesforce (for BCC) and DonorPerfect (for PAA) and enter timesheet data into a Microsoft Access database.
- Enter accurate, relevant information from client interactions and appointment bookings into FileMaker in a timely manner.
- Process membership forms, payments, and renewals as needed.
- Maintain and manage a physical filing system for client files.
- Assist with financial duties such as processing payables, receivables follow-up, managing petty cash, ensuring charitable receipts have been distributed via Salesforce, DonorPerfect, or mail.
- Provide general administrative support: preparing meeting rooms, preparing weekly meeting agendas and recording/distributing meeting minutes for both BCC and PAA; liaising with building management and security, updating policies and procedures, and other areas such as donor stewardship or client service delivery.
- Managing and maintaining organizational systems for areas such as office supplies and equipment, parking management, mail, and other administrative areas; manage inventory of office/kitchen supplies and order supplies as needed.
- Schedule appointments for building maintenance and repairs as necessary.
- Assist with onboarding of new employees. Assist the HR & Volunteer Program Manager to support and supervise the office volunteers, coordinate others for mail-outs, ev