Type : Full Time

Position : Administrative Manager

Location : Calgary, AB

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About Us

Break Barriers. Employ Change.

fcss Human Services is dedicated to identifying situations where groups of individuals are facing challenges with full participation, and developing the services and supports necessary to break down those barriers. Our current portfolio provides support to both individuals and employers to fully integrate our community and our workforce.  

fcss strongly believes in its five brand pillars and is looking for great candidates who share the same beliefs:

Innovative

fcss creates change by envisioning the end game and creating the means to realize it. We believe asking “why not?” aids progress. Solutions are created when we think beyond traditional boundaries.

Collaborative

fcss seeks different perspectives. All parties must be engaged, including for-profit, not-for-profit, funders and government. Only by understanding all points of view can we create inclusive workplaces.

Professional

In every facet of our work, our actions show a commitment to professional management and service delivery. fcss is accountable, ethical and honest.

Enthusiastic

fcss approaches every opportunity with enthusiasm. We drive change with energy, optimism and commitment. Anyone who walks through our doors can feel the positive energy.

Driven

We are driven by the desire to promote human welfare and advance social reforms in the working world. While our commitment is all heart, our solutions are all business.

Administration. In the vast landscape of work, is there a more important role with more unsung heroes? Pick a field at random, say, space travel. Behind any mission is a crackerjack team of administrators making it possible, despite knowing the astronauts are going to get all the photo opps. Professional hockey? Would the star forward have a chance to score without an administrative assist from the person who booked travel?

Administrators rule (often literally). And this position is all the more important, because it involves administrating our admin team. A team that provides invaluable assistance to fcss professionals as they make Alberta a better place.

You’re a great manager, highly motivated, enthusiastic and organized. And you’ll be joining one of Alberta’s most innovative not-for-profits as a valued team member. (Trust us when we say we value our administrative people; April 28th, 2021 is already circled on our calendars as “Administrative Professionals Day”.) 

If this sounds like a position that will make you forget where the snooze button is on your alarm clock, read on!

What will you do?

As the Administrative Manager, you will be responsible for overseeing the work of the administrative team in fcss’s Calgary offices.  You will ensure successful completion of a variety of daily tasks that support fcss programs and the broader organization, as well as utilize high-level administrative skills to provide support on company-wide strategic initiatives. 

Daily Operations Support:

• Lead and coordinates the day-to-day functions for the administrative team in Calgary
• Develop, review and continually improves administrative systems and procedures
• Oversee accuracy and completion of Mobius entries by Admin staff
• Coordinate team schedules to ensure task completion and location coverage
• Monitor services and meets with Program Managers to ensure high quality of task completion and client satisfaction 
• Proof and edits funder reports for accuracy before submitting to Program Manager

Leadership:

• Work with Human Resources to recruit, interview and select qualified admin staff as needed
• Supervise administrative staff by providing direction, input and feedback
• Engages volunteer to support and enhance admin activities
• Mentor, coach, and effectively lead a motivated team, ensuring compliance with provincial legislation, and fcss policies, procedures and safety protocols
• Ensure performance evaluations are completed in a timely and effective manner
• Ensure that staff are informed participants regarding changes to administrative processes;
• Work in collaboration with HR to provide ongoing direction and assistance to team members on employee relations issues
• Ensure all admin staff are well-trained and able to effectively utilize related technology and databases 
• Champion fcss’s goals, vision, mission and brand pillars

Support to Senior Management:

• Complete formatting and proofing of proposals, data mining for information and metrics
• Complete client and employer satisfaction surveys every six months
• Assist the leadership team to meet program monthly and/or quarterly reporting
• Create, edit, format, and proof documents, presentations, reports and correspondence as required
• Assist in event logistics and managing program contact lists
• Attend meetings, records action items and completes follow-up

General Administrative Support: 

• Complete day-to-day administrative tasks when required, due to high admin workloads and/or short staff
• Remain knowledgeable in fcss’s programs and able to provide clients and interested parties with key information in regards to a particular service or program offered by fcss
• Oversee management of kitchen and office supplies
• Conduct research for various projects as required by the leadership team
• Ensure filing systems (both hard and soft copy) are maintained as per policy and contract requirements
• Comply with company policies/procedures, provincial, privacy and other job related legislation

What does it take to do this job?

• Completion of post-secondary education (Bachelor’s degree or diploma), preferably in an Administration, Communications, or relevant program
• 8+ years progressively more responsible administrative experience
• 2+ years leadership experience, preferably in administrative management
• Some post-secondary education and/or an equivalent combination of education and professional experience will be considered
• Advanced to Expert skill level in Microsoft Office (Word, Excel, Outlook and PowerPoint); experience in other related applications/programs such as Salesforce and MS Access is ideal
• Proven ability to multi-task and efficiently respond to changing priorities
• Excellent attention to detail and organizational skills
• Advanced verbal and written communication skills with significant experience taking meeting minutes, drafting documents, proofing and editing, compiling reports and charts, and building creative presentations
• Ability to train, mentor, coach, and support team members
• Effective delegation and communication, including tact, diplomacy, and collaboration
• Solid interpersonal and client service skills with the ability to work effectively with a variety of stakeholders including Clients, Program Managers, and other administrative staff
• Demonstrated ability to work in a confidential environment and handle highly sensitive information

Further Notes

• All employees must pass a background check
• Occasional in-town travel will be required
• All employees must be flexible to work from our offices as well as from home based on the evolving Covid-19 situation and program needs