Service Administrative Assistant

March-of-Dimes-Canad; Ottawa; On-site; CAD 39,000 - 49,000; Full time

Job summary

March of Dimes Canada in Ottawa is seeking a Service Administrative Assistant to provide a wide range of administrative and operational support to the program management team and Employment Services department, located at 250-117 Centrepointe Drive. This on-site role includes processing invoices, onboarding staff, and maintaining program manuals.

The position requires a degree or diploma in a related field and at least one year of administrative experience.

Qualifications

• Degree or diploma in a related field.
• Minimum of one year of related administrative support experience, preferably in a high-volume, large organizational environment.
• French language proficiency, both verbal and written, is considered an asset.
• Experience establishing and maintaining effective working relationships with all levels of staff.
• Strong attention to detail and the ability to maintain confidentiality when handling sensitive information.
• Self-motivated team player with the ability to multitask, independently manage priorities, and handle multiple projects with limited guidance.
• Flexibility and the ability to work effectively and maintain composure under pressure and within tight deadlines.
• Strong verbal and written communication skills, including professional correspondence.
• Strong working knowledge of Microsoft Word, Excel, and PowerPoint, with the ability to learn case management systems.
• Proven experience creating and managing complex spreadsheets and templates.

Responsibilities

• Provide general administrative support, including responding to internal and external requests for information, answering and directing telephone calls, and managing incoming correspondence.
• Assist with the preparation, submission, and filing of confidential documents and internal records, including employee vacation and sick time records and payroll submissions through Quatro.
• Assist with the onboarding of new employees and the processing of employee-related documentation.
• Update and maintain program manuals and other organizational manuals as required.
• Accept and log program referrals, create electronic files, and notify the wider team of referral details.
• Receive and process monthly vendor invoices and follow up on payment concerns and inquiries as needed.
• Assist with finance and reimbursement submissions, employee expenses, and petty cash reconciliation.
• Maintain inventory spreadsheets for regional offices, order office supplies, and monitor office equipment.
• Organize and prepare for meetings and presentations, including attending meetings and preparing minutes as required.
• Maintain and support the continuous improvement of data collection systems.
• Prepare forms, documents, and reports by typing, proofreading, editing, copying, collating, and packaging materials for distribution.
• Prepare memoranda, correspondence, reports, agreements, presentations, and other documents using Microsoft Office and Adobe software.
• Review documents for accuracy, completeness, and compliance with organizational standards, policies, and procedures.
• Organize and maintain confidential office filing systems and manage electronic files within the case management system.
• Assist with scheduling meetings, booking travel arrangements, conducting research, and compiling information for special projects and reports.
• Process capital and regular requisitions and purchase orders.
• Serve as the initial point of contact for inquiries, provide information about programs, and complete intakes.
• Liaise with other offices, programs, and departments as required, including Finance, People and Culture, and IT.
• Provide backup support to other administrative staff and assist with special projects as assigned.

Skills

French language proficiency

Strong communication skills

Attention to detail

Confidentiality

Team player

Multitasking

Ability to manage priorities

Professional correspondence

Education

Degree or diploma in a related field

Tools

Microsoft Word

Excel

PowerPoint

Adobe software

Case management system

Spreadsheet templates

Job description

This Opportunity:

We are currently looking to fill a full time Service Administrative Assistant position in Ottawa, Ontario, located at 250-117 Centrepointe Drive.

The Administrative Assistant will provide a wide range of administrative and operational support to the program management team and Employment Services department, helping ensure the effective coordination of day-to-day activities.

Responsibilities:

• Provide general administrative support, including responding to internal and external requests for information, answering and directing telephone calls, and managing incoming correspondence.

• Assist with the preparation, submission, and filing of confidential documents and internal records, including employee vacation and sick time records and payroll submissions through Quatro.

• Assist with the onboarding of new employees and the processing of employee-related documentation.

• Update and maintain program manuals and other organizational manuals as required.

• Accept and log program referrals, create electronic files, and notify the wider team of referral details.

• Receive and process monthly vendor invoices and follow up on payment concerns and inquiries as needed.

• Assist with finance and reimbursement submissions, employee expenses, and petty cash reconciliation.

• Maintain inventory spreadsheets for regional offices, order office supplies, and monitor office equipment.

• Organize and prepare for meetings and presentations, including attending meetings and preparing minutes as required.

• Maintain and support the continuous improvement of data collection systems.

• Prepare forms, documents, and reports by typing, proofreading, editing, copying, collating, and packaging materials for distribution.

• Prepare memoranda, correspondence, reports, agreements, presentations, and other documents using Microsoft Office and Adobe software.

• Review documents for accuracy, completeness, and compliance with organizational standards, policies, and procedures.

• Organize and maintain confidential office filing systems and manage electronic files within the case management system.

• Assist with scheduling meetings, booking travel arrangements, conducting research, and compiling information for special projects and reports.

• Process capital and regular requisitions and purchase orders.

• Serve as the initial point of contact for inquiries, provide information about programs, and complete intakes.

• Liaise with other offices, programs, and departments as required, including Finance, People and Culture, and IT.

• Provide backup support to other administrative staff and assist with special projects as assigned.

Qualifications:

• Degree or diploma in a related field.

• Minimum of one year of related administrative support experience, preferably in a high-volume, large organizational environment.

• French language proficiency, both verbal and written, is considered an asset.

• Experience establishing and maintaining effective working relationships with all levels of staff.

• Strong attention to detail and the ability to maintain confidentiality when handling sensitive information.

• Self-motivated team player with the ability to multitask, independently manage priorities, and handle multiple projects with limited guidance.

• Flexibility and the ability to work effectively and maintain composure under pressure and within tight deadlines.

• Strong verbal and written communication skills, including professional correspondence.

• Strong working knowledge of Microsoft Word, Excel, and PowerPoint, with the ability to learn case management systems.

• Proven experience creating and managing complex spreadsheets and templates.

Additional Details:

• Location: 250-117 Centrepointe Drive, Ottawa, ON, K2G 5X3 (Fully On-Site)

• Salary Range: $38,990 - $48,737 per annum

• Hours: 35 hours per week

• Schedule: 9:00am - 4:30pm