Administrative Assistant - Training & Development - Onsite - Jobs in Whiteshell, MB

Job Description

Job SummaryThe purpose of the Administrative Assistant position is to provide administrative support to the Whiteshell (WL) Training and Development department. The position reports to the Supervisor of Training and Development and provides administrative, clerical and office management support services to the Supervisor and all Training and Development team members.Canadian Nuclear Laboratories (CNL) employees perform all duties in accordance with established health and safety and regulations/guidelines, policies and procedures (i.e. utilizing personal protective equipment as per safe work procedures). Notifies management or supervisor of all occurrences, injuries, illnesses or safety and health concerns which are likely to harm themselves, their co-workers or any other on the premises in a timely manner and in accordance with established reporting requirements.QualificationsEducation

• Successful completion of secondary school (Grade 12) with two (2) to four (4) years of related experience or a college diploma in a related discipline (e.g. Office Administration) and one (1) year experience.

Experience

• A minimum of one (1) year relevant work experience in office administration or related field.

Abilities and SkillsThe incumbent should have:

• Effective oral and written communication skills are essential for formal correspondences and communication with all staff, levels of management, and external contractors;
• Knowledge of administrative-based theories, concepts and principles to provide administrative support to the department manager and staff;
• Ability to work independently in an environment of rapidly changing and conflicting priorities using prioritization and planning skills to meet established deadlines;

Competent working level knowledge of computers and word processing, such as Microsoft Office Suite, for the creation of documents, reports, presentations and corresponding e-mails;

• Must be proficient with web-based systems such as Oracle, and the ability to learn and adapt to work related software (i.e. CNL Learning Management System);
• Ability to use general office equipment such as printers, fax machines, photocopiers, scanners, projectors, and audio-video conference devices;

Must have good interpersonal skills, along with efficient and effective communication and organization skills;

• Understand and apply CNL’s corporate document standards and rules (formats, storage, and numbering protocols);
• Ability to maintain and update databases, track and gather data, and compile reports;
• Must have good time management skills;
• Must have strong initiative, a drive to succeed, a positive attitude, and consistent careful attention to details;
• Committed to quality work and professional standards, and dedicated to the successful completion of all requirements;
• Complete CNL training as identified and scheduled by the Branch Manager;
• Demonstrates a “safety first” attitude;
• Demonstrates initiative and judgement to organize and maintain flow of work and accuracy of records;
• Must be punctual, dependable, and safety minded;

Functions and ResponsibilitiesFunctions and responsibilities include but are not limited to the following:

• Perform and manage a variety of sensitive and demanding administrative support duties to maintain an effective and efficient office operation;
• Under the direction of the training supervisor, prepare and organize a variety of material with minimal instruction and guidance;
• Provide administrative information and assistance to Training and Development team members to meet business objectives;
• Provide administrative assistance for training branch operations such as scheduling and coordinating training, booking rooms, taking notes at meetings, making catering arrangements, and maintaining good housekeeping to ensure a smooth workflow and safe working environment;
• Assist branch Manager to organize time and arrange/maintain schedule of meetings, manage MS Outlook calendar, arrange travel, schedule appointments, meetings, assist in the preparation of presentation material and set up meetings rooms, etc.;
• Process rosters and training records in CNL Learning Management System; maintain hard and electronic copy filing systems and ensures efficient document storage and retrieval;
• Act as the first line contact for training-related questions, obtain and provide information to stakeholders within and outside the organizations ensuring timely and accurate response;
• Track training requirements of decommissioning projects and report on variances to Branch Manager;
• Prepare and format documents, reports and spreadsheets as required and obtaining reviews and signatures as needed;
• Act as liaison between Manager and direct reports in requesting and distributing information and assisting staff and others as required in the preparation of standard, high quality materials by composing routine correspondences, participating in the operation and management of a record keeping system;
• Track and reconcile employee timesheets and employee leave;
• Disseminate information from WL Leadership to WL Training and Development staff;
• Maintain adequate supplies of office materials by ordering stocks and purchasing other standard items as requested;
• Prepare i-req’s for quotes and/or purchase orders;
• Make travel arrangements for Department employees including flights, hotel and rental car reservations, coordinating destination information to ensure smooth travel;
• Create expense reports when requested;
• Communicate all training requirements to the branch and ensures all mandatory training is complete and up-to-date;
• Create and maintain training rosters, training schedules, and classroom bookings;
• Participate in WLCP activities including United Way and other site events throughout the year;
• Work alongside Talent Acquisition Advisor to create and maintain all hiring folders, booking interviews, and conducting reference checks upon request and assists with onboarding of new employees within Training & Development;
• Maintains confidentiality in all matters; and
• Provide back up for colleagues in similar administrative roles in the Department as required.

Please visit our website at www.cnl.ca for more information or to applyThe role is based out of CNL’s Whiteshell location, which will be the designated workplace. CNL may require the candidate to travel from time to time, as necessary.CNL is committed to providing an atmosphere free from barriers that promote equity, diversity and inclusion in achieving our mission. CNL welcomes and celebrates employees, stakeholders and partners of all racial, cultural, and ethnic identities.CNL also supports a workplace environment and a corporate culture built on our Core Values: Respect, Teamwork, Accountability, Safety, Integrity and Excellence, which encourage equitable employment practices and career prospects inclusive of accommodations for all employees.CNL is committed to being an equal opportunity employer. If you require accommodation measures during any phase of the hiring process, please inform the Talent Acquisition Advisor with whom you are in contact. All information received in relation to accommodation requests will be kept confidential.CNL respectfully recognizes and acknowledges that the Whiteshell Site is located within the traditional territory of many Indigenous Nations, including those within Treaty 1, 3, and 5, and the homeland of the Red River Métis. CNL is thankful to have the opportunity to work on these traditionally and culturally significant lands and waterways.#LI-SM1Quick Apply

• Terms & Conditions
• New Privacy
• Privacy Center
• Accessibility

For Job Seekers

• Browse Jobs
• Advanced Job Search
• Emplois Quebec

For Employers

• Post a Job
• SimplyHired OnDemand

Stay Connected