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DUTIES
Administration
o Correspondence
o Answer administration lines and direct
call appropriately
o Answer crisis lines if required
o Mail pick up and distribution to
appropriate departments
o Bookings for board rooms
o Schedule of staff events/meetings
(communal staff calendar)
o Vehicle maintenance bookings
o Social media posts
o Website development/upkeep
Clerical
o Maintain financial and administration filing system
o Advertising and promotion
o Research and collection of data as
required
o Statistical rollup/data entry/ Compile
and record statistical data
o Research for grants and resources
o Assist with report preparation
o Assist with preparations for
presentations
o Assist with organization, planning and
execution of awareness campaigns and
events
o Preparation for board meetings
Agenda
Gathering of resources and
required documents
Typing/ photocopying
Meals
Dissemination of information to
board members
Financial
o Purchase and maintain inventory of
supplies in conjunction with program
managers
o Issue receipts
o Issue purchase orders as per approved
budgets/departments
o Assist with preparation of basic
budgets for awareness campaigns and
events
o Keep record of current asset inventory
w/finance
o E-tapestry maintenance and
administration in coordination
w/finance
o Booking of travel/rooms, etc.
o Assist with yearend as requested
Essential Skills
- Reading text
- Document use
- Writing
- Oral communication
- Working with others
- Problem solving
- Critical thinking
- Job task planning and organizing
- Finding information
- Computer use
- Continuous learning
- Significant use of memory
Specific Skills
- Establish work priorities
- Ensure deadlines are met
- Co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets and parking
- Carry out administrative activities of establishment
- Assemble data
- Prepare periodic and special reports, manuals and correspondence
- Review, evaluate and implement new administrative procedures
- Oversee and co-ordinate office administrative procedures
Work Setting
- Not-for-profit organization
Work Conditions and Physical Capabilities
- Fast-paced environment
- Work under pressure
Security and Safety
- Basic security clearance
Business Equipment and Computer Applications
- Windows
- Word processing software
- Spreadsheet software
- Web site creation and management software
- Desktop publishing software
- Internet browser
- Electronic mail
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