Position Description:
Administrative Coordinator
Position Summary
Reporting to the Corporate Administrator, Northern Development’s Administrative Coordinator is a service-focused professional who offers exceptional client service, relationship building, order and achievement.
Duties of the position include answering phones and redirecting inquiries, providing support to ensure overall cleanliness and professionalism of the office, assisting and helping other department supervisors with administrative duties. Priority setting, accuracy, confidentiality and positivity are necessary for this role. Our team
is driven by common values and the person who fills this role is expected to embrace those values.
Administrative Accountabilities
- Act as Northern Development’s key point of contact and greet all visitors (both in-person and via telephone) to the office in a professional and courteous manner.
- Provide exceptional customer service to both external and internal clients.
- Redirect inquiries to appropriate staff members, ensuring accuracy and efficiency when taking messages. This requires a sound knowledge of the Trust’s programs and services.
- Produce a variety of documents including correspondence, reports and other items as directed by the Executive Team when necessary.
- Process incoming and outgoing mail.
- Maintain electronic postage equipment and order postage when required.
- Order, maintain and organize office stationery and board meeting supplies.
- Assist with minor repairs of office equipment.
- Help prepare board room/client room for internal and external meetings. Track meeting refreshments as required and monitor kitchen for general tidiness.
- Coordinate, purchase and maintain equipment and supplies as required for staff coffee service.
- Develop relevant distribution lists as required.
- Coordinate with IT vendors as necessary in support of administrative functions.
Qualifications
Educational requirements
- A diploma/certificate in business administration, or a minimum of two years of equivalent experience.
Educational requirements
- Sound information and computer literacy including experience with Microsoft Office software.
- Ability to participate in a team environment.
- Receive direction and follow through with assigned tasks with a minimum of supervision.
- Strong organization skills.
- Ability to research, analyze and compile information from a variety of sources.
- Ability to exercise initiative and bring independent judgment to resolving complex issues.
- Ability to prioritize and manage multiple projects with deadlines while ensuring accuracy, attention to detail and meeting deadlines.
- Ability to communicate effectively with staff, board members and the public.
- Maintain a high degree of confidentiality, tact, diplomacy and discretion at all times.
Additional Information
- Flexible hours and/or evening work may be required when preparing for board meetings, conferences and special events.
- Successful completion of security screening requirements which includes a criminal records check, and/or Criminal Records Review Act (CRRA) check.
Competencies
- Planning, Organizing and Coordinating involves proactively planning, establishing priorities and allocating resources. It is expressed by developing and implementing increasingly complex plans. It also involves monitoring and adjusting work to accomplish goals and to deliver the organization’s mandate.
- Concern for Order reflects an underlying drive to reduce uncertainty in the surrounding environment. It is expressed as monitoring and checking work or information, insisting on clarity of roles and functions etc.
- Improving Operations is the ability and motivation to apply one’s knowledge and experience for improving upon current modes of operation. This behaviour ranges from adapting widely used approaches to developing entirely new value-added solutions.
- Integrity refers to actions that are consistent with what one says are important. People with integrity “walk the talk” by communicating intentions, ideas and feelings openly and directly, and welcoming openness and honesty even in difficult negotiations.
- Organizational Commitment is the ability and willingness to align one’s own behaviour with the needs, priorities and goals of the organization and to promote objectives to meet organizational needs. It also includes acting in accordance with organizational decisions and behaving with integrity.
- Relationship Building is working to build or maintain ethical relationships, networks, or contacts with people who are, or may be, potentially helpful in achieving work-related goals and establishing advantages. These people may include customers, clients, counterparts, colleagues, etc.
- Service Orientation implies a desire to identify and serve customers/clients, who may include the public, co-workers, other agencies and non-government organizations. It means focusing one’s efforts on discovering and meeting the needs of the customer/client.
Please email cover letter and resume to info@northerndevelopment.bc.ca before 11:59 p.m. on April 30, 2024.
Starting annual salary – $50,020.
