Service Administrative Assistant

You’ll feel great about a career with March of Dimes Canada

At March of Dimes Canada, our collective work matters. As a leading national charity backed by a history of more than 70 years of impact, we’re dedicated to being Canada’s leading service provider, resource, and advocate, empowering people with disabilities to live and thrive in communities nationwide. Our collective efforts are rooted in our Purpose, Vision, and Mission, which inform how we drive all our work forward.

• Purpose: Champion equity. Empower ability.

• Vision: An inclusive, barrier-free society for people with disabilities. 

• Mission: To be Canada’s leading service provider, resource, and advocate, empowering people with disabilities to live and thrive in communities nationwide. 

Skills Development and Employment ensures that people with disabilities find and keep meaningful jobs by matching them with employers seeking qualified job candidates. In addition, they offer support with assessments, rehabilitation and child and youth programs.

This Opportunity:

We are currently looking to fill a full time Service Administrative Assistant position in Ottawa, Ontario, located at 250-117 Centrepointe Drive.

The Administrative Assistant will provide a wide range of administrative and operational support to the program management team and Employment Services department, helping ensure the effective coordination of day-to-day activities.

Responsibilities:

• Provide general administrative support, including responding to internal and external requests for information, answering and directing telephone calls, and managing incoming correspondence.

• Assist with the preparation, submission, and filing of confidential documents and internal records, including employee vacation and sick time records and payroll submissions through Quatro.

• Assist with the onboarding of new employees and the processing of employee-related documentation.

• Update and maintain program manuals and other organizational manuals as required.

• Accept and log program referrals, create electronic files, and notify the wider team of referral details.

• Receive and process monthly vendor invoices and follow up on payment concerns and inquiries as needed.

• Assist with finance and reimbursement submissions, employee expenses, and petty cash reconciliation.

• Maintain inventory spreadsheets for regional offices, order office supplies, and monitor office equipment.

• Organize and prepare for meetings and presentations, including attending meetings and preparing minutes as required.

• Maintain and support the continuous improvement of data collection systems.

• Prepare forms, documents, and reports by typing, proofreading, editing, copying, collating, and packaging materials for distribution.

• Prepare memoranda, correspondence, reports, agreements, presentations, and other documents using Microsoft Office and Adobe software.

• Review documents for accuracy, completeness, and compliance with organizational standards, policies, and procedures.

• Organize and maintain confidential office filing systems and manage electronic files within the case management system.

• Assist with scheduling meetings, booking travel arrangements, conducting research, and compiling information for special projects and reports.

• Process capital and regular requisitions and purchase orders.

• Serve as the initial point of contact for inquiries, provide information about programs, and complete intakes.

• Liaise with other offices, programs, and departments as required, including Finance, People and Culture, and IT.

• Provide backup support to other administrative staff and assist with special projects as assigned.

Qualifications:

• Degree or diploma in a related field.

• Minimum of one year of related administrative support experience, preferably in a high-volume, large organizational environment.

• French language proficiency, both verbal and written, is considered an asset.

• Experience establishing and maintaining effective working relationships with all levels of staff.

• Strong attention to detail and the ability to maintain confidentiality when handling sensitive information.

• Self-motivated team player with the ability to multitask, independently manage priorities, and handle multiple projects with limited guidance.

• Flexibility and the ability to work effectively and maintain composure under pressure and within tight deadlines.

• Strong verbal and written communication skills, including professional correspondence.

• Strong working knowledge of Microsoft Word, Excel, and PowerPoint, with the ability to learn case management systems.

• Proven experience creating and managing complex spreadsheets and templates.

Additional Details:

• Location: 250-117 Centrepointe Drive, Ottawa, ON, K2G 5X3 (Fully On-Site) 

• Salary Range: $38,990 - $48,737 per annum

• Hours: 35 hours per week

• Schedule: 9:00am - 4:30pm 

Questions about working at March of Dimes Canada?

Whether starting or advancing your career with us, you’ll feel great knowing that you’re:

• Contributing to our important mission: creating real change for people with disabilities

• Joining a leading national charity with a history of impact and a future full of possibility

• Enjoying industry-leading employment incentives and benefits

• Supported in your professional growth, development, and success

• Included in our empathetic and supportive work culture 

Learn more about why we’re a great employer at marchofdimes.ca/careers.

For general inquiries, you can reach us at recruitment@marchofdimes.ca

We value the health & safety of our employees! 

MODC is committed to ensuring a healthy and safe work environment. We encourage all current and prospective employees to receive Covid-19 vaccinations and booster doses as recommended by Public Health. This reflects our dedication to safeguarding the health and wellbeing of our workforce.

Need accommodations? We're here to help!

MODC is committed to a workforce that is reflective of the diverse populations we serve. We welcome applications from qualified individuals from all backgrounds and abilities. In accordance with accessibility and human rights legislation across Canada, MODC will provide accommodations to job applicants with disabilities and other protected needs. If you require accommodation, please notify us and we will work with you to meet your needs. We are committed to a selection process and work environment that is inclusive, equitable, accessible, and barrier-free.

Our Reconciliation, Equity, Accessibility, Diversity, and Inclusion (READI) approach

MODC is dedicated to building and advancing an inclusive and welcoming culture. It’s also why we’re focused on attracting, retaining, and supporting diverse people. Thanks to our progressive practices, team members of all abilities and backgrounds are encouraged to access the opportunities and supports they need to grow, thrive, and succeed. Our READI approach is rooted in our shared belief that championing equity and empowering ability starts by investing in our team members - and in our shared culture - so that we all feel included, safe, and confident at work every single day.