Administrative Assistant

Administrative Assistant Job Description

8 WEEK POSITION

Funding Requirements

Please note, as this is a funded position through the Canada Summer Jobs grant, the incumbent must meet the following criteria:

• Be aged between 15 and 30 years old on the start date of the job;
• Have a valid Social Insurance Number (SIN); and
• Be a Canadian citizen, a permanent resident of Canada, or a person who has been granted refugee status in Canada.
• International students and other temporary residents of Canada are not eligible.

Purpose of the position:

The Administrative Assistant is responsible for data entry into our various systems, completion of internal reviews of documentation and systems within the organization, and directed research into specific areas of interest to the organization.

Scope:

The Administrative Assistant reports to the Director of Operations and is responsible for completing data entry, internal reviews, directed research, and other administrative activities as required.

Qualifications:

• At least 1 year experience in an office setting is an asset
• Excellent skills with Microsoft office suite, database and email programs, especially with the use of Excel and Word
• The incumbent to demonstrate the required knowledge and skills
• Equivalencies will be considered

Duties:

• Data entry into a variety of our systems
• Review and update of forms and templates
• Review and update of additional documentation within the organization
• Review, audit, and update internal systems of CAC
• Review of the information captured and maintained on specific documents and systems
• Creation and update of fillable forms
• Completion of tracking information to inform reporting, such as:
• Accreditation Panel outcomes
• Statistics of which volunteers have been on which reviews
• Statistics of which contractors have been on which reviews
• Review of the outcomes of the panel for the past 5 years
• Directed research into a variety of areas
• Directed quality improvement activities
• Enhancing PowerPoints, information packages, and handbooks
• Other tasks as appropriate

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge

The incumbent must have knowledge or experience in the following areas:

• General office administration
• Effective research techniques
• Document editing
• Microsoft Office Suite
• Database management

Skills and Abilities

The incumbent must be able to:

• Maintain a high level of accuracy in preparing and entering information
• Effectively assess information for accuracy and reliability
• Effectively review documents for grammar and clarity
• Maintain confidentiality

The incumbent must demonstrate the following:

• Interpersonal skills
• Team building skills
• Analytical and problem-solving skills
• Decision making skills
• Effective verbal and listening communications skills
• Attention to detail and high level of accuracy
• Organizational skills
• Written communications skills
• Computer skills (including Microsoft Office suite, database systems and WordPress)
• Stress management skills
• Time management skills

Personal Attributes

The incumbent must maintain strict confidentiality in performing the duties. The incumbent must also demonstrate the following personal attributes:

• be honest and trustworthy
• be respectful
• possess cultural awareness and sensitivity
• be flexible
• demonstrate sound work ethics
• work within a team work concept

Physical Demands
The physical demands of this position include the normal demands associated with an office environment, such as:

• The ability to work on computer for long periods
• The ability to effectively communicate with individuals by telephone, email and face to face
• Some travel may be required

Funding Requirements

Please note, as this is a funded position through the Canada Summer Jobs grant, the incumbent must also meet the following criteria:

• Be between 15 and 30 years of age (inclusive) at the beginning of the employment period
• Be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act, and
• Be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations (this includes having a valid Social Insurance Number at the start of their summer job)

CAC’s Value of Inclusion:

We recognize, respect and highly value the diversity, traditions and cultures of all. Inclusion is the fundamental idea of creating an environment where every person, irrespective of their background or characteristics, is embraced and valued. A space where each individual feels respected, heard, valued, and empowered to contribute their unique perspectives. Inclusion is more than providing equal opportunities, resources, and access to services without discrimination or marginalization. It is about ensuring that everyone belongs.

All youth are welcome to apply. We will prioritize the recruitment of the following youth who face barriers to employment:

• Indigenous youth
• Racialized youth
• Black youth
• 2SLGBTQI+ youth

CAC also provides workplace supports:

• We provide accommodation measures
• We provide equality, diversity, and inclusion (EDI) awareness training, which has been taken by staff

PLEASE NOTE THAT THE WORK HOURS ARE 8:30 - 4:00, MONDAY TO FRIDAY (35 HOURS PER WEEK)

Job Type: Full-time
Contract length: 8 weeks

Pay: $22.00 per hour

Application question(s):

• This is a federally funded position. The successful applicants must be meet ALL of the following criteria:

• Be between 15 and 30 years of age at the beginning of the employment period
• Be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment, and
• Have a valid Social Security Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations

DO YOU MEET ALL THREE OF THESE CRITERIA?

**NOTE - IF YOU DO NOT ANSWER THIS QUESTION, YOUR APPLICATION WILL BE AUTOMATICALLY REJECTED**

Experience:

• Administrative experience: 1 year (preferred)

Work Location: In person