Administrative Assistant

The Ottawa Rotary Home has been supporting families for over 30 years. We provide both respite and residential support to individuals with special needs. Our professional front-line and nursing staff specialize in supporting infants, children, and adults with physical disabilities & complex medical conditions. **Position Responsibilities** Under the direction of the Executive Director, with a dotted line report to other Directors, the Administrative Assistant will provide exceptional customer service and a full range of reception duties by promoting a cordial, harmonious, risk-free working atmosphere that is respectful of the contributions of all employees and guests. The Administrative Assistant will ensure efficient administrative support for the Executive Director, other Directors, and Management team members. The Administrative Assistant will thoroughly know the Agency's supports and services, ensuring the organization's philosophy is reflected in all communications. This position also supports the ongoing administrative activities of the Agency and is expected to initiate solutions to an array of situations while maintaining confidentiality. The Administrative Assistant provides exceptional customer service to internal and external customers. The Administrative Assistant will thoroughly know the Agency's supports and services, ensuring the organization's philosophy is reflected in all communications. **Duties & Responsibilities** - Maintains professional conduct and communicates effectively; - Promptly responding to telephone calls and the main door buzzer; - Ability to communicate in a friendly, professional, and effective manner with a wide variety of stakeholders; - Ordering and maintaining inventory of supplies, contacting suppliers to obtain quotes; - Ability to multi-task and prioritize deadlines to ensure timesheets and schedules are completed within timelines; - Assists with emergency/crisis management when needed; - Negotiate with suppliers for compliance-related inspections; - Work well with multi-disciplinary teams (internal and external); and - Other duties as assigned. **Position Accountabilities** RELATED TO INDIVIDUALS RECEIVING SERVICES AND SUPPORT: - Provide support as an administrative liaison between the Agency and the Board of Directors; - Able to communicate in a friendly, effective manner with a wide variety of stakeholders; - Ensures that all interactions with people being supported and all interactions with persons outside the organization reflect the philosophy of the Agency and promote the goal, vision, and beliefs of the Agency and; - Primary administrative liaison for Children's Respite bookings. RELATED TO HUMAN RESOURCES - Promotes a cordial, harmonious, risk-free working atmosphere that is respectful of the contributions of employees; - Maintains professional conduct and communicates effectively; - Supports front-line staff in making replacement calls for last minutes absences; - Supports House Supervisor with occasional administrative work; and - Provides services that reflect the Agency's goal, vision, and beliefs while maintaining awareness of Agency policies and procedures in compliance with the same. HEALTH AND SAFETY - Maintain a safe working environment as per Policies, "How To's," and Occupational Health & Safety Act; - Participates in monthly fire drills by assisting anyone that may require assistance; and - Reports any safety issues (Senior Management, Joint Health, and Safety Committee) and takes immediate action where necessary. RELATED TO COMMUNITY DEVELOPMENT - Represents the Ottawa Rotary Home (ORH) in a manner that conveys the nature and philosophy of the Agency; - Promotes the goal, vision, and beliefs of ORH; - Establishes professional relationships/networks in the field and the community; - Acts as an advocate for change that will help the Agency accomplish strategic objectives; and - Event planning as required. RELATED TO AGENCY PROPERTY AND EQUIPMENT - Ensures all property and equipment are treated with due care and respect; and - Support the Office Manager in arranging maintenance and service calls. RELATED TO COMMUNICATIONS - Receives all in-person or telephone contacts; - Maintains effective working relationships, partnerships, and networks of contacts; - Demonstrates the ability to identify and solve problems by understanding the situation, seeking additional information, and develop alternatives choosing the most appropriate course of action, and continuously updating the Executive Director. **Accountability** The Administrative Assistant is directly accountable to the Executive Director, with a dotted line to the Directors and other management team members. **Hours** This position is a part-time position where the incumbent must be available to support the home during peak hours. Typical work hours are 20 hours per week, with the opportunity to work additional hours when approved by the Executive Director and Senior Directors.