WHO WE ARE:

Jewish Family Services Edmonton (JFSE) recruits unique and talented individuals who share our organizational values of:

• Healing the world (Tikun Olam): Acts of kindness performed to improve the world.
• Caring (CHESED): Help people in need.
• Fairness (Tzedek): Social Justice, Take turns and share.
• Respect (Kavod): Respect people’s differences, be inclusive, Regards for the rights and dignity

We focus our work in three core areas: the Edmonton Healing Centre (Individual and Group Counselling, Workshops/Presentations/Community Debriefing and Support), Older Adult Services (Senior Outreach and Home Support), and Community support for newcomers and those in need.
We envision a world of economic and social justice, where individuals, families, and communities care for and support one another. We serve individuals and families from all backgrounds.

POSITION OVERVIEW:

The Administrative Assistant is a member of the Operations team and performs a key role in achieving the agency’s mission by welcoming clients, conveying positive messages to supporters, fostering positive relationships amongst staff and volunteers, and providing essential administrative support services to staff and programs and assisting clients in accessing our programs and staff.
As the main first contact for guests and supporters of the agency, the Administrative Assistant maintains a welcoming environment and ensures they are served promptly, courteously, and competently. As the key administrative support staff, they help other staff to be efficient in fulfilling their roles and are a key support to the Office Administrator and Operations Supervisor.
The work environment is characterized by periods where competing and sometimes urgent demands must be responded to with calm and good humour. Admin Assistant prioritizes tasks to ensure that immediate matters of client service are attended to, while staying on track with detailed administrative procedures that may be interrupted. Administrative Assistant also has a priority role as the primary support to the Edmonton Healing Centre with their individual and group counselling programs.
This position works 35 hours/week from Monday-Friday primarily between the hours of 9 AM to 5 PM. The JFSE office is located at 15023 123 Avenue NW in Edmonton.

QUALIFICATIONS:

• A college-level administrative professional certificate is preferred. Relevant experience will be considered in lieu of a certificate
• Minimum of five years’ experience in an administrative role with progressive increase in responsibilities
• Proficiency in MS Office Suite (especially Word and Excel), strong computer skills, knowledge of Canva and WordPress is an asset.
• Experience with databases
• Knowledge of basic office systems, including filing and equipment
• Strong organizational and written and verbal communication skills in English language
• Familiarity/understanding of Jewish culture and the Edmonton Jewish community is an asset

• Open and close the JFSE office
• Answer the main telephone line, transfer calls, record information, and provide information to callers about organization programs and services
• Greet and welcome guests into the JFSE office
• Establish and manage the annual Grief Group calendar, with venues, timing, and assigning facilitators and oversee data collection and testimonial retrieval for each round of groups
• Manage storage and access of materials by staff and contractors
• Provide program support that includes receiving client payments, maintaining client files, updating information in database, distributing grocery cards and bus tickets, creating surveys, and communications with clients and program staff
• Records management of paper files and online files
• Process donations, update donor database, and communication with donors
• Update website and social media
• Maintain inventory of office and hospitality supplies
• Ensure office equipment is in working order and coordinate repair when needed
• Support with invoicing, payments, and bank deposits
• Assist with preparing for meetings on site
• Other duties as assigned