Administrative Assistant (UFA)-Job vacancies in Canada

JOB TITLE: Administrative Assistant
DEPARTMENT: Co-operative & Community Relations
LOCATION: Calgary Corporate Office(Calgary,Alberta Canada)
POSTING #: HR14-67
Deadline: April 11, 2014
BAND/ZONE: OPS3
JOB SUMMARY:
This administrative role supports the Co-operative & Community Relations team which includes, Member Relations, Master Data Management, Community Investment, Governance and the Customer Service Centre. This position helps to ensure the accurate and complete administration of a budget and processing of expenses. Additionally, this role works with UFA’s delegates, board of directors and elected officials committee’s to provide continuous service in collaboration with the Governance Executive Assistant and provides back up support and assistance to this role.To summarize, and reporting directly to the Director, Co-operative & Community Relations, the administrative assistant has three major areas of focus:

    The single point of contact for budget administration, reporting and invoice coding for the department;
    Day-to-day administrative support resulting in strong efficiencies within the department; and
    Back-up administrative support for the co-operative’s elected officials.
    Responsibilities include:
    Administer budget tracking and reporting in SAP.
    Process payment of invoices for the department, including vendor set up and purchase orders in SAP.
    Report to team leaders on department vacation and flex day quotas over the course of the year.
    Provide administrative, such management of calendaring, scheduling, copying, filing, minute taking, etc.
    Facilitate communication between the director, Co-operative & Community Relations and key internal and external stakeholders by managing requests, relaying information and collecting feedback where needed.
    Represent UFA to external customers, partners and other stakeholders.
    Prepare and edit a wide variety of correspondence and reports, including PowerPoint presentations and other written correspondence.
    Assemble information required for delegate mailings; generate mailing labels from spreadsheets.
    Maintain contact information lists for delegates, directors and department.
    Co-ordinate logistics for meetings and special events including regular team meetings, committee meetings and the annual general meeting as requested.
    Independently keep track of work assignments, ensure deadlines are being met.
    Recommend continuous improvements to streamline and simplify administrative procedures.
    Attend board and/or delegate committee meetings as requested to take minutes.
    Prepare expense reports if requested.
    Assists in ordering and tracking of UFA promotional inventory.
    Play a role in departmental projects as approved by the director.

QUALIFICATIONS REQUIRED:

•     Diploma or certificate in Business Administration or Administrative Assistant.
•     Minimum of five years of progressive experience in an administrative role.
•     Advanced proficiency and skill in Microsoft Office (i.e., Excel, Word & PowerPoint).
•     Strong verbal and written communication skills, keyboarding skills and proofreading ability.
•     Ability to work with limited supervision; demonstrates critical thinking and problem-solving skills.
•     Keen attention to detail and time lines.
•     Dedication to customer service with strong interpersonal skills.
•     Excellent administrative and organizational skills with an ability to multi-task.
•     Experience with SAP would be considered an asset.

Please send your cover letter and résumé by clicking below and quote job #HR14-67 in the subject line.
Please be advised that only the successful candidates will be contacted.

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