Employment Type: Full-time (Permanent)
Department: Seniors and Children & Youth Services
Union: Excluded
File #: 24-SCY-14 (1 Open)
Posting Date: April 22, 2024
Posting Close: May 6, 2024

Reporting to the Director of Seniors and Children & Youth Services, the Office Administration Specialist is responsible for overseeing the supportive functions of the department. The position requires excellent communication skills, attention to detail, and proficiency in office software.

Duties and Responsibilities

Administrative Support:

• Manage the Director's calendar, schedule appointments, and coordinate meetings.
• Prepare and organize materials for meetings, including agenda creation and distribution.
• Handle incoming calls, emails, and correspondence, ensuring timely and professional responses.

Documentation and Record Keeping:

• Maintain accurate and up-to-date records, including program files and relevant documentation.
• Assist in preparing reports, presentations, and other materials as required.
• Organize and maintain filing systems to ensure easy retrieval of information.

Report Writing and Data Collection:

• Support the Director in compiling and analyzing data for program evaluation and reporting purposes.
• Assist in creating and formatting reports, ensuring accuracy and clarity.
• Collaborate with program staff to collect relevant data and maintain databases.

Coordination and Communication:

• Act as a liaison between the Director and internal/external stakeholders.
• Coordinate logistics for events, workshops, and training sessions.
• Assist in the dissemination of information to program staff and community partners.

Financial Support:

• Assist with basic financial tasks, such as tracking expenses, processing invoices, and maintaining budget records.
• Work closely with the finance department to ensure accurate financial reporting.

Office Management:

• Work with procurement to order and manage office supplies, ensuring adequate stock levels.
• Assist with supporting on-site property operations
• Support in the onboarding process for new staff within the department.
• Maintain a clean and organized office space.

Qualifications

• Three to five years' experience in an administrative support role
• Bachelor's degree/College Diploma in a relevant field (e.g., communications, English, public administration).
• Excellent time management skills.
• Strong interpersonal skills.
• Ability to work independently and as part of a team.
• Ability to maintain a high level of confidentiality and exercise sound judgment.
• Excellent computer skills, including proficiency in using Office 365 (e.g., Outlook, Word, Excel, PowerPoint, Teams, SharePoint, etc.).
• Highly collaborative and able to work effectively within a team in a fast-paced working environment.
• Must be legally able to work in Canada.
• Able to provide a Vulnerable Sector Screening check with a 'Clear' or satisfactory result that meets the Agency's operational requirements.
• Must have up-to-date vaccinations for COVID-19 with a vaccine that has been approved for use in Canada.

Dixon Hall is dedicated to fostering an inclusive selection process and work environment, guided by their Race Relations and Employment Equity Policies. If selected for an interview, please inform the hiring manager or the People and Culture team of any accommodations you may require during the interview process.

To achieve their goal of inclusivity and diversity, Dixon Hall actively seeks exceptional candidates from varied backgrounds and with lived experiences. Individuals who self-identify as being from marginalized communities, including Indigenous peoples, racialized persons, persons with disabilities, and those from the 2SLGBTQIA+ community or who have experienced homelessness, are strongly encouraged to apply.

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