Administrative Assistant

Prospect Human Services Society; Calgary; On-site; CAD 49,000 - 52,000; Full time

Job summary

A community services organization is seeking an Administrative Assistant in Calgary. The ideal candidate will provide essential administrative support, requiring 3+ years of experience and proficiency in software databases like Salesforce. Key responsibilities include scheduling, reporting, and client database management. If you're organized, efficient, and passionate about helping others, we invite you to join our team. This full-time position offers engaging work and opportunities for professional development.

Benefits

Comprehensive onboarding program

Support for professional development

Qualifications

• 3+ years of related administrative experience.
• 1+ years experience with database systems.
• Experience in taking meeting minutes and writing correspondence.

Responsibilities

• Coordinate program reporting requirements.
• Schedule meetings and handle logistics.
• Conduct program related research as required.

Skills

Strong verbal and written communication skills

Organized and efficient

Intermediate to Advanced skill level in Microsoft Office

Solid interpersonal and client service skills

Ability to multi-task

Education

Completion of post-secondary education in Administration program

Tools

Salesforce

Mobius

Compass

GCOS

Job description

Position Details

Position: Administrative Assistant

Location: Calgary AB

Type: Full Time

Salary: $49,440.00 - 52,000

About Us

Prospect helps people get jobs. We’re a not-for-profit and registered charity, so while the bottom line can’t be ignored, it’s not our priority. Clients are. We welcome anyone who is looking for a better life through employment. We work with candidates who have degrees; we also work with people who are experiencing homelessness or experiencing a mental health condition or challenge. We can help upgrade clients skills; we can also work with an employer to help them understand a disability. Above all, we’re creative and resourceful. Recognizing that not everyone learns in the same way, our methods include art and the great Alberta outdoors as tools. We help young and old, people changing industries, recent immigrants, veterans, people with disabilities, and everyday Albertans who feel that the job search process has become daunting. If that sounds good to you, let’s get to work!

What will you do?

• Performs administrative functions in support of the programs as follows:
  • Coordinating program reporting requirements
  • Scheduling meetings and handling all meeting logistics
  • Assisting with calendar management
  • Conducting program related research as required
  • Managing kitchen and office supplies
  • Handles Salesforce, Mobius, Compass, and GCOS entries, including:
  • Verifies and/or registers incoming clients into the Salesforce, Mobius, Compass, and GCOS database system
  • Oversees and coordinates all Salesforce, Mobius, Compass, and GCOS database entries, ensuring timely and accurate input including but not limited to assessments, school training and referrals, evidence entry, attendance verification, school training completions and follow-ups
  • Creates and maintains accurate client files to coincide with Salesforce, Mobius, Compass, and GCOS entries
  • Coordinates government contract closures including inventory reports, file submissions, and archiving procedures.
  • Maintains internal tracking mechanism to verify timing of staff interventions and monitors progression of clients
  • Ensures filing systems – both hard and soft copy are maintained as per policy
  • Collaborate with the administrative team to provide coverage at the reception desk as needed, including during staff vacations and time off
  • Assists in completion of additional administrative projects as required
  • Complies with company policies/procedures, provincial, privacy and other job-related legislation

What does it take to do this job?

• Completion of post-secondary education, preferably in an Administration program
• 3+ years' of related administrative experience
• 1+ years’ experience working in one the following database system Salesforce, Mobius, Compass, or GCOS.
• Intermediate to Advanced skill level in Microsoft Office
• Proven ability to multi-task and efficiently respond to changing priorities
• Strong verbal and written communication skills
• Experienced in taking meeting minutes, writing, proofing and/or editing correspondence, and compiling reports and charts
• Solid interpersonal and client service skills with the ability to work effectively with a variety of stakeholders including clients, funders and staff
• Demonstrated ability to work in a confidential environment and handle highly sensitive information
• Able to consistently display a warm, friendly, and helpful demeanor
• Organized and efficient, with a focus on continual quality improvement

Further Notes

• All employees must pass a criminal background check
• All employees must be flexible to work on-site in different locations in Calgary, based position and program requirements
• Prospect has a comprehensive onboarding program and supports professional development goals

If you require an accommodation in order to participate in the application or selection process, please contact the HR/Recruitment department at [e-mail].

Prospect will consult with all applicants who request accommodation during the process to ensure that the accommodation provided takes into account any individual accessibility needs. Any information received relating to accommodation will be addressed confidentially.

Prospect's Five Brand Pillars

Prospect strongly believes in its five brand pillars and is looking for great candidates who share the same beliefs:

Enthusiastic

Prospect approaches every opportunity with enthusiasm. We drive change with energy, optimism, and commitment. Anyone who walks through our doors can feel the positive energy.

Professional

In every facet of our work, our actions show a commitment to professional management and service delivery. Prospect is accountable, ethical, and honest.

Innovative

Prospect creates change by envisioning the end game and creating the means to realize it. We believe asking "why not?" aids progress. Solutions are created when we think beyond traditional boundaries.

Inclusive

Prospect is driven to achieve equal access for all to opportunities and resources. We strive to create a fair, healthy and high-performing environment where everyone is respected, encouraged and motivated, and their contributions help Prospect attain its goals.

Collaborative

Prospect seeks different perspectives. All parties must be engaged, including for-profit, not-for-profit, funders and government. Only by understanding all points of view can we create inclusive workplaces.