Administrative Assistant I, Branch Operations (CSJ) - Temporary, Part-time 0.9

VON Canada; Antigonish; On-site; CAD 35,000 - 50,000; Part time

Job summary

VON Canada is seeking an Administrative Assistant I to provide essential administrative support. This temporary part-time role involves managing correspondence, preparing documents, and coordinating logistics for projects while ensuring high standards of customer service and confidentiality. Ideal candidates will possess relevant post-secondary education and customer service training.

Qualifications

• Post-secondary education in office administration or relevant experience.
• Customer service training is an asset.
• High accuracy and attention to detail.

Responsibilities

• Respond to inquiries and manage correspondence.
• Prepare documents, reports, and communications.
• Coordinate logistics for projects and events.

Skills

Customer Service

Communication

Organizational

Attention to Detail

Confidentiality

Education

Post-secondary education in office administration

Tools

MS Office Suite

Scheduling Software

Cognos

Job description

Canada Summer Jobs (CSJ) is a program under the Youth Employment and Skills Strategy (YESS), which aims to provide quality summer employment opportunities for youth to develop skills and gain paid work experience to successfully transition into the labour market.

Eligibility:

• 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.
• Have a valid Social 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.

Requisition Details:

• Employment Status: Temporary, Part-time (0.9 FTE)
• Program Name: Branch Operations
• Number of Hours Bi-Weekly: 70
• Work Schedule: Days (Monday - Friday)
• Anticipated End Date: All CSJ Positions will end by August 30, 2025
• On Call: No
• Existing Vacancy: Yes - currently hiring candidates for an existing vacancy.

Job Summary:

The Administrative Assistant I provides administrative support to assist VON in delivering quality service. Acts as a resource for the site management team and staff by handling correspondence, creating documents, and performing related duties.

Key Responsibilities:

• Respond to inquiries, answer calls, greet visitors, and direct them appropriately.
• Manage correspondence, mail, and scheduling.
• Prepare various documents, reports, and communications.
• Assist in newsletter production and standardizing forms.
• Manage filing systems ensuring security and confidentiality.
• Update policies and procedures as needed.
• Input data and produce reports and statistics.
• Order and maintain supplies inventory.
• Coordinate logistics for projects, events, and seminars.
• Handle donations and bill payments, including bank deposits.
• Perform other related duties as assigned.

External and Internal Relationships:

• Maintain regular communication with employees, managers, and staff.

Qualifications and Skills:

• Post-secondary education in office administration or related field, or relevant experience.
• Customer service training is an asset.
• Proficiency in Windows OS and MS Office Suite.
• Experience with scheduling software and Cognos is an asset.
• Experience in a unionized environment is an asset.
• Excellent communication, organizational, and customer service skills.
• High accuracy, attention to detail, ability to work independently and in a team, and maintain confidentiality.

Other Requirements:

• Criminal records and vulnerable sector check.
• Use of Personal Protective Equipment (PPE) may be required.
• A valid driver’s license and access to a reliable vehicle are assets.

Working conditions involve physical activity such as lifting, carrying, bending, reaching, and walking, with an emphasis on body mechanics.

Note: Internal applicants should be aware that postings may remain open beyond the deadline if not enough applicants apply, especially for unionized positions, based on collective agreement terms.