Administrative Assistant

Do you have a passion for helping the most vulnerable in our community? Do you have strong administrative skills and want to make a meaningful impact? Then join our Housing team in Saskatoon

The Mustard Seed is committed to helping individuals experiencing homelessness transition toward and maintain sustainable and healthy lifestyles Working under the supervision of the Housing Manager, and supporting the Property Management Supervisor, the **Administrative Assistant** will perform a variety of tasks in regard to support for programming occurring for the Housing team. The Administrative Assistant will be required to both take direction and work intuitively to support the completion of the programs’ goals and objectives in a professional manner. This position also provides administrative support to the Housing department and maintains effective communication with service and program areas external to the Housing team and within The Mustard Seed.

Employment Type: Full time
Schedule: Monday to Friday, 8:30 AM to 4:30 PM
Reporting to: Housing Manager
City: Saskatoon, 304 2nd Avenue South

**DUTIES AND RESPONSIBILITIES**:
**Administrative**
- Perform clerical and administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for the Housing Manager, Property Management Supervisor or specific programs
- Work collaboratively with other non-profit agencies, donors, volunteers, and cross departmentally
- Prepare meeting agendas, records and distribute meeting minutes, and maintain organized files of same
- Produce and/or assist in the production of all required internal and external reports
- Regularly review progress on standard department deliverables and takes appropriate action to ensure timely completion of all department tasks
- Support Property Management Supervisor with administrative tasks including financial tasks and reporting
- Order office supplies
- Coordinates and organizes activities related to specified programming to support ongoing services
- As required, track and report on Grants / Funding in relation to the Housing department
- Prepare monthly reports, update KPI’s, and code monthly credit card statements
- Assist in data collection and research for current or future program development
- Coordinate and monitor time off requests for supervisors and managers within programming
- Coordinate, organize, and facilitate department and leadership meetings as required
- Complete internal and external correspondence, legal documents, form letters and other documents, and distribute them as directed
- Develop and maintain effective working relationships between programming departments within the Mustard Seed
- Work cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives

**Human Resources**
- Participate in staff event planning and gift distribution
- Active role in the Saskatoon Health and Safety Committee, including tracking staff mandatory training and certifications (First Aid, Food Safe, etc.) and complete investigation reports as required
- Required to abide by all Health & Safety protocols including completing a report for all incidents that occur, including near misses, in a timely manner
- Liaise with greater HR team, and be available to support, on matters pertaining to recruitment, onboarding, training, health and safety and offboarding
- Other duties as may be assigned

**MINIMUM QUALIFICATIONS AND SKILLS**
- College degree preferred
- Three years of experience in the field or in a related area (Business, Human Resources, Human Services etc.)
- Proven administrative experience
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Exceptional interpersonal skills
- Proven individual and team management skills
- Proficient in MS Office
- Cultural sensitivity and respect for client individuality and self determination
- A broad knowledge of and experience working with Indigenous communities is an asset
- Demonstrate professionalism and discretion, when dealing with confidential information
- Experience using eCompliance and UKG, is considered an asset
- Non-Violent Crisis Intervention, First Aid, Knowledge of overdose response, and safeTalk, is considered an asset.

**WORKING CONDITIONS**
- This position is primarily an office position and office space will be provided - sitting for long periods of time is involved
- Time in excess of regular working hours may be required on occasion
- Traveling, driving personal vehicle, sitting, and standing are required as part of this role
- Very fast paced and demanding work environment
- Employees are to be aware that many of our clients may experience difficulties or impairm