Office Administrator

Office Administrator

Reports To: ECS Manager

Schedule: Monday - Friday 8:00 am - 4:00 pm.

Location: #130, 2850 Sunridge Blvd NE, Calgary, AB T1Y 6G2.

Purpose of Position:

Pacekids Programs is a family-focused, non-profit service provider that empowers children with diverse needs and their families through excellence in therapy, education, and play. Pacekids currently provides services to over 500 children each year, from infancy through school age, offering a range of programs and services that promote children's healthy development, maximize quality of life, assist families in their role as primary caregivers and support full participation in community life.

The Office Administrator is responsible for providing reception and administrative support to the ECS North school and the administrative offices.

As a key member of the ECS team, the Office Administratorexemplifies Pacekids' values of collaboration, learning, respect, integrity, and accountability, and shares the Pacekids' vision and mission. The Office Administrator works collaboratively with all staff members at Pacekids.

This is a full-time permanent position, with hours outside of a regular workday rarely required. Diplomacy, tact, and conflict resolution skills are necessary as the impact of decisions made by this position may affect the Pacekids' programs, including staff members, children, families, and external stakeholders.

Overview of Responsibilities:

Include but are not limited to:

Provide General Office Support

• Answer all incoming calls and handle callers inquires whenever possible
• Re-direct calls as appropriate and take messages when required
• Greet, assist and/or direct guests and the public
• Respond to general email inquiries in a timely and professional manner, redirecting emails when required
• Maintain security by following procedures; monitoring sign-in procedure and maintain ECS attendance
• Maintain current Brivo Secure Pass database, and coordinate with their staff as necessary
• Sort and distribute incoming mail. Prepare and stamp outgoing mail. Take mail to mailbox.
• Arrange for courier services, lunch/meeting refreshments and restaurant reservations
• Assist with room booking calendar
• Assist with email blasts to staff members and/or clients and HiMama
• Maintain an adequate inventory of office supplies and cleaning supplies
• Monitor and maintain office equipment trouble shooting xerox jams/changing toners & drums.
• Receive credit card payments over the phone
• Manage Petty Cash, fuel cards and credit card procedures
• Ensure knowledge of staff movements in and out of organization
• Update email distribution lists for staff groups and Clients
• Order business cards and nametags, as requested
• Archiving ECS Child Files and Nominal Files
• Support ECS Coordinator with creation of files for all ECS Children

Program Support

• Coordinate Scholastic book orders
• Keep ECS CTA mailboxes and Admin mailboxes up to date
• Support with ECS administrative tasks as required (e.g., creating and updating documents)
• Support with the ordering and maintaining of resources for both ECS and FSCD programs

CTA Station/Resource Hub

• Ensure Resource Hub supplies are fully stocked
• Support CTAs with questions on supplies, equipment uses, etc.

Technical Coordination

• Reset email passwords
• Coordinate/support voicemail system
• Work with IT support as required for troubleshooting
• Act as point of contact for HiMama, and work with their staff to troubleshoot as necessary

Health and Safety

• Serve on North Health and Safety Committee
• Bi-annual audit of first aid kits in centre and on vans
• Quarterly site inspections

• Coordinate with committee on special projects

• Maintaining a clean and presentable environment

• Overseeing facility maintenance and liaising with building management and cleaning staff
• Monitoring cleanliness of general areas
• Reporting any facility issues (e.g., plumbing issues, required maintenance and repairs throughout the building) to appropriate Manager or Contractor

General Accounting Support

• Prepares deposits, manage petty cash flow and its monthly reconciliation reports, safeguards the company credit card/ gas cards and making sure all receipts are handed in
• Transportation invoicing and payment collection through HiMama
• Balance debit machine
• Bi-weekly bank deposits

Supervise Daytime Cleaning Staff

• Ensure daytime cleaner has adequate cleaning supplies
• Ensure cleaning is done properly and with appropriate amount of bleach-to-water ratio

Board Meetings

• Set-up and cleanup of refreshments and ordering of food

Position Requirements:

• Minimum High School Diploma – experience and/or post-secondary education are an asset
• Proficient computer skills and knowledge of MS Office Suite
• Knowledge of standard administrative practices and procedures
• Proficiency in the English language, both written and verbal
• Strong commitment to confidentiality in all aspects
• Ability to act decisively and proactively in a wide variety of situations
• Strong interpersonal skills to work effectively with clients, families, and staff
• Excellent attention to detail, organization, and time management skills with ability to multitask
• Clearance from a criminal record check including a vulnerable sector search and clearance from a child intervention record check; current First Aid Certification
• Experience working with children and/or individuals with special needs a strong asset

Key Performance Indicators:

Communication

• Emails and voicemails are responded to within 48 hours
• Communication is professional, clear, and respectful
• Demonstrates exceptional customer service and effectively handles concerns
• Practices and implements Pacekids Communication Models (Experience Cube, Feedback Model, etc.)

Office Support

• Understands the link of each position within the agency, and their role to the success of Pacekids as a whole
• Understands who does what and where to direct questions
• Issues and concerns are handled in a timely manner

Priorities/Multi-tasking/Organization

• Understands and can distinguish what takes priority
• Asks for support and clarification to manage conflicting priorities
• Able to multi-task daily while working in an environment that has multiple interruptions and "on the spot" requests
• Has a strong attention to detail
• Maintains a clean and tidy front reception area

Daytime Cleaners

• Working with and their supporting staff to ensure Pacekids needs are met
• Coordinate schedules and extra supports as needed
• Communicate with all team members impacted by the volunteers/cleaners

Team Collaboration

• Able to collaborate with south office administrator to trouble shoot areas of need for communication to families
• Able to work with other staff members in a meaningful and effective way
• Identifies areas of improvement, and helps to improve the efficiency and effectiveness of processes/procedures to the benefit of team members and families

Time Management and Organization

• Ability to manage time as demonstrated by timely updates to working documents and reports.
• Ability to manage own schedule as demonstrated by attending all scheduled appointments
• Keeps school organized and clean (must meet Health and Safety Standards).

Professionalism

• Uses socially acceptable voice, speech, and language.
• Personal appearance is appropriate for clinical setting and maintaining credibility.
• Arrives on time and fully prepared for scheduled activities and appointments
• Provides notification if unable to attend appointments or activities
• Follows appropriate protocol for reporting absences, vacation requests and payroll submission

Knowledge of Pacekids

• Knows and follows Pacekids policies and procedures
• Informed about Pacekids events and supporting these within their capacity.

Confidentiality

• Adheres to regulations under the Personal Information Protection Act (PIPA) and Freedom of Information and Privacy Act
• Respects and maintains staff, children, and family's confidentiality at all times.

Occupational Health & Safety

• Understands and complies with the requirements of Pacekids' Occupational Health and Safety Policy.
• Has knowledge of and understands the expectations of the Pacekids' health and safety protocols.
• Ensures that all work conducted is in accordance with the Pacekids' Occupational Health and Safety Policy and protocols, Alberta Occupational Health and Safety Act, Regulations and Code and other health and safety legislation as applicable.

Pacekids Programs is a charitable organization that empowers children with diverse needs and their families through excellence in therapy, education, and play. Pacekids offers a dynamic, active environment, specializing in therapeutic learning, supporting each child's unique developmental and physical needs.

Pacekids Programs is an equal opportunity employer. We appreciate a diverse workforce and do not discriminate against any employee or applicant on the grounds, in line with Human Rights legislation in Canada.

If you require accommodation in completing this application, interviewing, or otherwise participating in the hiring process, please direct your inquiries to Pacekids' Human Resources team at .

We may use technology-enabled tools, including AI-assisted note-taking, to support parts of our recruitment and interview process. These tools are used to enhance accuracy and consistency and do not make hiring decisions. If you have any concerns or require an accommodation, please let us know.