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administrative services coordinator
Title posted on CareerBeacon - Administrative Assistant II, Human Resources - Temporary, Full-time
Posted on October 30, 2024 by Employer details VON Canada
Job details
Requisition Details: Employment Status: Temporary, Full-time (1.0 FTE) Department: Human Resources Number of Hours Bi-Weekly: 75 Work Schedule: Days Anticipated End Date: January 2025 Location(s): This role will primarily work out of the Halifax office but there may be occasional work from home daysJob Summary: The Administrative Assistant II provides scheduling/administrative support to their direct report, oversees office administration and maintains a high level of confidentiality in all aspects of the position. Key Responsibilities: Performs administrative support for the Senior Management Team. Provides Administrative support to community corporations where requiredManages and maintains the calendars, schedules, appointments and travel arrangements for direct reports.Liaises with the Admin III or alternate to cascade priority requests to the respective leadership team members.Completes timesheets for all designated groups.Responds to and/or drafts communications to internal and external stakeholders, both written and oral, on behalf of their direct report.Documents and populates briefing notes and reports for their direct report. .Pulls/coordinates/reports KPI data for review with their direct report..Assists management with the maintenance of confidential files such as performance review meetings and files.Arranges and coordinates meetings, including leadership meetings, and other events.Prepares agendas, record minutes and circulates appropriately in a timely manner, ensuring attention to detail and accuracy.Organizes and maintains lists (e.g. vendor, staff distribution lists), filing and archive systems for documents, reference materials, contracts and other materials, in both paper and digital formats, ensuring confidentiality and retrieval of all materials.Maintains service provider specialty certificates ensuring all appropriate documentation is preserved and tracked.Processes invoices and accounts receivable, allocating to appropriate cost centres, and follow-up as required to ensure accuracy.Organizes petty cash and Visa reports for regional leadership. This includes holding relevant money, attaining manager signatures, and completing weekly reconciliation.Ensures equipment is operational, troubleshoots and facilitates the repair of on-site equipment as needed and ensures equipment and purchased services meet operational needs.May be responsible to maintain office space plan, liaising with the landlord for storage and space changes and setting up new employees in the office.May be assigned as the primary contact for all building issues, including building leases, maintenance, security, access and the leasing of office equipment.May be assigned as primary liaison for IT within the office (e.g. assigning cell phones, laptops in consultation with IT).Supports both general and technical process onboarding of new front-line staff arranging all necessary logisticsSupports the off boarding of employees by arranging exit interviews and removing employee information as required.Supports site with systems outages and emergency responseEnsures site adherence to appropriate internal administrative processes (appropriate signatures, cascading of authority)Coordinates site-wide initiativesPerforms all other duties as assigned.Common Responsibilities: Promotes the goals and values of VON and their role as an integrated community care provider Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Safe Work Practices and Procedures.Abides by all VON policies and work practicesAbides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their roleWorks in collaboration with other staff in a team approach to service deliveryExternal and Internal- LocationHalifax, NS
- Workplace information On site
- SalaryNot available
- Terms of employment Term or contractFull time
- Starts as soon as possible
- Source CareerBeacon #oNDKufwo
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