Administrative Specialist Jobs

Part-Time Administrative Specialist for Sherwood Park Office

JOB DESCRIPTION

Reporting to the Executive Director/Registrar and Complaints Director, the Administrative Specialist provides support to the ACCLXT office team in the areas of front reception customer service, managing and distributing the general office correspondence, facilitating and updating the content on the College’s website and social media page, and providing governance, registration, and examination support to the College’s committees and Registrants.

KEY RESPONSIBILITIES AND DUTIES

Corporate Administration

• Coordinate IT support, including service calls, installations, and repairs.
• Order office supplies and maintain oversight on maintaining supplies and maintenance.
• Complete filing and archive record tracking.
• Manage/distribute incoming/outgoing mail and couriers.
• Maintain content on the College website and social media page.
• Manage and respond to all general inbox email accounts.
• Provide reception service as the first point of contact for callers and visitors to the ACCLXT, including responding to and redirecting phone calls to the appropriate ACCLXT colleague and providing other resources as appropriate.
• Coordinate meetings, including scheduling, RSVP collection, confirmations to attendees, catering and set up, room bookings, video conference equipment, IT set up and support, clean up after the meeting, etc.

Governance

• Attendance at Council and Committee meetings (typically 4 to 5 meetings per year), including preparing minutes.
• Provide administrative support for the ACCLXT Committees and Council.

Registration

• Maintain information in the Alinity database, including data entry and profile updates.
• Support with the ACCLXT temporary, general, renewal and reinstatement application resources and processes.

Competency

• Provide support on general questions from Registrants on the competency program.
• Provide support on the competency audits.

Examination

• Provide support with the administration of the ACCLXT Registration Examination.

KNOWLEDGE, EDUCATION, QUALIFICATIONS, EXPERIENCE, SKILLS, AND ABILITIES

• Ability to communicate clearly and professionally verbally and in writing, including being adaptable, receptive, and timely when communicating with others and possessing tact and discretion.
• Understanding and applying accountability for work undertaken.
• Ability to take initiative, be independent, resourceful, work well and effectively under pressure and meet deadlines in an organized manner.
• Detail oriented.
• Working knowledge on functioning within various databases.
• Proficiency when using all Microsoft Office Programs, Teams, and SharePoint.
• Minimum of 2 years applicable work experience
• Broad knowledge and understanding of office support and administration processes and tools.
• A certificate or diploma in administrative assistant from a recognized post-secondary institution is an asset.
• Working knowledge with committees and councils or boards.
• Ability to work in a team environment or independently.