The Incorporation: The First Nations Education Initiative Incorporation (FNEII) is a not for profit organization established to contribute to the overall well-being of Member Mi'gmaq and Maliseet communities through the development and delivery of quality programs and services designed to educate, empower and support children in reaching their full academic potential.
Scope of Position: Reporting to the Director of Finance and Administration, the Administration Officer supports the Director through the provision of a broad range of Administrative and Reception services in keeping with sound office administration practices, FNEII's policies and program requirements.
The position provides coordination services in support of program and service delivery. Examples include, but are not limited to; booking and scheduling travel arrangements, arranging meetings and appointments as well as coordinating workshop and training session logistics, facility and equipment rentals and supporting other events as required.
The Administration Officer is expected to be highly skilled in working with Office Administration Systems such as Microsoft Office Suite in order to assist the Director and FNEII employees with preparation of reports, proposals, communiques, letters, brochures and presentations. He/she may also be asked to independently conduct research, compile data and prepare reports for the Director.
The Incumbent supports the agency's communication strategies by distributing newsletters, educational and promotional brochures, electronic communiques and announcements to ensure community members, the Board, member Directors of Education as well as federal and provincial departments are kept well informed of FNEII'S's programs and services. This includes maintaining the organization's website.
The Administration Officer works closely with the Director of Finance and Administration to develop and prepare electronic and hard copy administrative management forms and procedures in keeping with the Agency's policies such as requests for leave forms, travel expense forms, etc.
Under the direction of the Director of Finance and Administration, the incumbent makes arrangement for and attends Board meetings and is charged with taking, preparing and safeguarding the official minutes of board discussions and decisions.
The Receptionist component of this position is to serve as the front line contact responsible for the provision of professional, confidential and client friendly administrative support and reception services to the team, clients, community members, government officials and the public.
Key to the success of this position is the ability to create a welcoming and respectful atmosphere for clients in the reception area including greeting and escorting visitors and clients to the appropriate destination and or team member.
The Receptionist serves as the Agency's central telephone answering service screening and directing calls, faxes and electronic/digital mail to the appropriate team member. He/ she also takes messages, relays information, schedules appointments and responds to general inquiries. This involves maintaining a daily schedule of all staff whereabouts in order to coordinate appointments and messages.
The Administration Officer/Receptionist shall from time to time perform other duties as required to support the Incorporation.
Formal Education, Work Experience and Training Requirements:
Graduation from a recognized post- secondary training institution in an Office Administration Program with considerable related experience working in office administration and highly skilled in relevant electronic business systems such as Microsoft Office Suite. An equivalent combination of training and experience may also be considered. Some travel primarily throughout the province may be required from time to time.
Competency Expectations, include but are not limited to;
The ability to build and maintain good working relationships through utilizing effective communication strategies.
· Demonstrated human relations skills and practices that include a good understanding of and commitment to team work and quality customer service.
· Understands the sensitivity of client and personal information and has proven the ability and commitment to safeguard the confidentiality of such information.
· Well organized is adept at utilizing monitoring strategies to keep abreast of client and team members' needs, time constraints and evolving situations in order to provide them with quality service and support.
· Demonstrated ability to successfully manage multi-dimensional activities and changing priorities while maintaining composure, efficiency and effectiveness.
· Credibility and respect of others earnt through successful lifestyle management, personal integrity, strong work ethics and professional behaviors.
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Remuneration: $1,397.000 to $1,693.00 biweekly commensurate with experience and qualifications. F.N.E.I.I .Offers a competitive pension and benefit package.