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Special Needs and Moving On Projects of CUPW and UPCE-PSAC

Breton Ability administers the Special Needs and Moving On Projects for the Canadian Union of Postal Workers (CUPW) and the Union of Postal Communication Employees (UPCE-PSAC).

Life is more demanding when you work and have a child with special needs or disabilities. The Special Needs and Moving On Projects provide resources and support for CUPW and UPCE-PSAC members whose children have disabilities, disorders and/or health impairments. The Special Needs Project is geared to CUPW and UPCE-PSAC families with young children while the Moving On Project is for CUPW and UPCE-PSAC members who have adult sons and daughters with disabilities.

We are looking for an Administrative Coordinator to join the Special Needs and Moving On Projects Team located in Baddeck. This is a Term Position of 12 to 18 months, covering a maternity leave.

Position Overview:

The Administrative Coordinator’s primary responsibility is to provide clerical and office related support to the CUPW/UPCE Special Needs and Moving On Projects. This position will play a crucial role in supporting the project’s overall administration functions which helps meet the projects’ goals and objectives effectively and efficiently. As this position is often the first point of contact with the organization, it is critical that a welcoming and inviting approach is used in all communication. This will help to ensure positive interactions and experiences of members, advisors, or other individuals.

Duties include but are not limited to; Managing multi-detailed mailings; maintaining effective filing systems, navigating and updating main database, coordinating all incoming and outgoing mail, maintaining office supplies, assists with payment process, and other related duties as assigned.

Key Responsibilities

· Maintain accurate filing systems and database (FileMaker Pro)

· Provide administrative and clerical support to project operations

· Manage correspondence, inquiries, and follow-ups

· Process member intake information and update records

· Track funding periods, interviews, and required documentation

· Prepare and distribute project-related materials and mailings

· Support newsletter coordination and general communications

· Assist with payment processing and financial documentation as needed

· Coordinate meetings, calls, and scheduling as required

· Ensure confidentiality of all members and projects information

· Maintain office supplies, petty cash, and general office functions

· Support audit preparation and reporting requirements

· Provide general administrative support and assist with other duties as assigned

Qualifications:

· High school diploma, and post-secondary education in administration or equivalent experience preferred

· Minimum 3 years’ experience in a fast-paced, demanding administrative environment

· Experience working with database software is required. This role uses FileMaker Pro for member record management, including creating, updating, and retrieving records. A strong understanding of data accuracy and integrity is crucial to this position.

· Experience with Microsoft Access, Salesforce, QuickBase, or similar database systems is considered an asset. FileMaker Pro training will be provided.

· Proficiency in Microsoft Word is required; experience with Microsoft Excel is an asset.

· Experience using Mac (Apple) computers is an asset.

· Comfortable using standard office software, including email, Adobe Acrobat, and web browsers.

Shortlisted candidates will be required to complete a practical database skills assessment.

Other Skills and Attributes:

· Experience supporting families of children with disabilities or health needs is an asset

· Excellent communication and interpersonal skills, with a professional and empathetic approach

· Strong organizational, time management, and problem-solving abilities

· Ability to work both independently and as part of a team

· Satisfactory Child Abuse Registry and Vulnerable Sector/Police Checks required

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Application question(s):

• Must have strong computer skills, including Microsoft Office

Education:

• Secondary School (required)

Experience:

• Administrative: 3 years (required)

Work Location: In person