Administrative Assistant - Jobs in Winnipeg, MB

Job Description

This summer term is part of Canada Summer Jobs initiative and runs from June 28, 2021 to August 27, 2021 (8 weeks).  Must be between the age of 15-30 and eligible to work in Canada. Macdonald Youth Services is hiring! Come grow with Us, help Manitoba youth grow strong & resilient while enhancing your own personal & professional growth. We are seeking a candidate with strong character & a clear vision for a brighter future; people of action who can help youth soar to new heights in resilience & potential. Guided by the principles of love, respect, courage, honesty, wisdom, humility & truth, you are a mentor, a role model & a caregiver. SUMMARY:  Macdonald Youth Services is looking for a summer term, Full-time Administrative Assistant. As the Administrative Assistant, you will provide professional administrative support to the Agency in various program areas with a high degree of confidentiality, organization and time management.PRIMARY RESPONSIBILITIES:   of the Administrative Assistant include, but are not limited to:

• Provide support to agency staff including Executives, Managers, Supervisors and Therapists;
• Prepare, format and update documents including correspondence, presentations, reports, memos and emails with a high level of accuracy and attention to detail. Transcribe confidential psychiatric reports when required;
• Ensure timely flow of information to internal and external clients;
• Schedule, coordinate and setup meetings, conferences and special events. Prepare meeting materials and arrange catering when required;
• Maintain monthly calendars and schedule meetings, attend meetings, and transcribe and distribute meeting minutes in a timely manner;
• Assist with coordination of travel, hotel and car arrangements as requested;
• Complete routine copying, scanning, faxing, mailing and distribution of materials and correspondences ie. Fax, mail;
• Maintain electronic and hard copy filing system of confidential information including client files, record keeping and tracking information; 
• Contribute to cost savings for the agency and basic accounting duties Monitor and order office and program supplies and resource material;
• Support the manager, or designate, with new employee set up;
• Maintain and update agency internal websites as well as database programs;
• Assist with compiling attendance and timesheets for submission as needed;
• Provide reception/switchboard coverage when necessary and be cross-trained in the position;
• Welcome guests and clients in person or by telephone and answer and/or direct inquiries;
• Participate in cross training in various agency programs to ensure business continuity;
• Provide administrative support for special projects as requested. Create and maintain a position or desk reference manual;
• Adhere to the established agency Policies, Procedures and Standards;
• Other duties as determined to help maximize efficient use of the program area and/or Management’s time;
• Possess a high level of organizational, time management and prioritization skills as well as excellent verbal and written communication skills;
• Exceptional customer service skills and strong problem-solving capabilities;
• Handle sensitive information with the highest degree of integrity and confidentiality;
• Experience working with database programs, entering data efficiently, timely and accurately in order to meet deadlines.

QUALIFICATIONS: The successful candidate should demonstrate the following competencies, which incorporate the Seven Sacred Teachings;Bravery/Courage – Bear

• Continuously seek opportunities that benefit our youth by taking initiative and championing new ideas.

• Initiate creative planning and problem solving: be an advocate for positive change.

• Actively advocate for youth, both within the healing home and throughout the various systems that have an impact on the lives of our youth.

• Demonstrate the ability to adapt to changing circumstances or conditions with flexibility and compassion.

Respect – Buffalo

• Build positive and caring relationships with youth, focusing on meeting their needs in all four directions of the medicine wheel.

• Build positive and caring relationships with other staff members, based on mutual respect.

• Acknowledge and advocate for teachings and/or spiritual practices and beliefs, and incorporate them into daily living whenever possible.

Honesty – Saabe

• Perform with good intention, take responsibility, and follow through on commitments.

• Demonstrate effective communication by sharing information, asking questions, and active listening.

• Role model positive practices and ethics with an ability to represent the organization in a positive manner

Love – Eagle

• Role model healthy, caring, and respectful relationships.

• Recognize the gifts that all people bring and allow people to share those gifts, even if different from our own understanding

• Show an understanding of love in the form of appropriate and effective self-care strategies

Wisdom – Beaver

• Demonstrate a good understanding of the impacts of inter-generational and historical trauma, colonization and the impacts of residential

schools.

• Demonstrate respect, knowledge, and awareness of Indigenous cultures, languages, traditions, and ways of being and knowing

• Demonstrate knowledge of the impacts of the Child and Family Services and Community Living Disability systems, particularly in the context of

Indigenous communitiesHumility – Wolf

• Understand that the youth come to us with complex histories, stories and needs. Demonstrate clear understanding of personal triggers and biases in order to not take the youth’s behaviours personally.

• Demonstrate critical self-reflection, an ongoing willingness to learn, and an understanding of power and privilege (race, ability, sexuality, gender, as staff members, etc.) and how our positionality impacts our work with our youth.

Truth – Turtle

• Gather relevant information, recognize patterns and themes in the data, generate and consider multiple alternatives and make decisions in a

timely manner.

• Analytical and critical thinker, particularly in regard to engaging and planning with the youth.

QUALIFICATIONS:  

• Graduate of Business/Office Administration program, or equivalent. A combination of education and experience may be considered.

• Consideration given to applicant with a Bachelor of Arts in Social Sciences.

• Minimum of two (2) years’ experience in administrative role including taking meeting minutes and composing reports.

• Intermediate computer proficiency: Microsoft Office (Word, Excel, Access, PowerPoint etc.) and Outlook.

• Ability to use office equipment such as printer, photocopier, fax and computer etc.

• Commitment to ongoing training opportunities.

• Knowledge of Indigenous culture and language would be an asset.

• Experience in a child welfare and/or not-for-profit setting.

SALARY:   $ 15.00 an hour. HOURS OF WORK:   35 hours per week with a variety of shifts to meet programming needs.  Please forward a cover letter and resume & include job title (in word or PDF format) by June 4, 2021.   MYS is an equal opportunity employer, Indigenous people, women, visible minorities and persons with disabilities are encouraged to apply. MYS is committed to developing and retaining a diverse workforce. We thank all applicants for their interest, but only those selected for an interview willContract length: 2 monthsApplication deadline: 2021-06-04Expected start date: 2021-06-28Job Types: Full-time, TemporarySalary: From $15.00 per hourBenefits:

• Casual dress
• On-site parking

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• administrative assistant: 1 year (preferred)
• receptionist: 1 year (preferred)

Work remotely:

• No