Administrative Assistant

Prospect Human Services Society; Calgary; On-site; CAD 49,000 - 57,000; Full time

Job summary

A community support organization in Calgary is seeking an Administrative Assistant to perform key administrative functions, manage client database entries, and support program activities. The ideal candidate has at least 3 years of administrative experience, proficiency in database systems, and strong communication skills. This full-time role offers professional development opportunities within a dynamic work environment.

Benefits

Comprehensive onboarding program

Support for professional development

Qualifications

• Completion of post-secondary education, preferably in an Administration program.
• 3+ years' of related administrative experience.
• 1+ years’ experience working in Salesforce, Mobius, Compass, or GCOS.
• Intermediate to Advanced skill level in Microsoft Office.
• Strong verbal and written communication skills.

Responsibilities

• Perform administrative functions in support of programs.
• Schedule meetings and handle all logistics.
• Manage kitchen and office supplies.
• Handle database entries for client information.
• Ensure filing systems are maintained.

Skills

Multi-tasking

Strong verbal communication

Organizational skills

Client service skills

Education

Post-secondary education in Administration

Tools

Salesforce

Microsoft Office

Mobius

Compass

GCOS

Job description

Overview

• Position: Administrative Assistant
• Location: Calgary AB
• Type: Full Time
• Salary: Starting at $49,440.00

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 of the following database systems: 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

About Us

Break Barriers. Employ Change.

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!

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