Administrative Support

Administrative Support - Membership Services

The Administrative Support - Membership Services position serves as a pivotal front-line contact within our office, playing a critical role in enhancing the overall membership services. This role is dedicated to supporting the goals, objectives, vision, and mission of the NSCSW by providing essential administrative and logistical support to key personnel including the Professional Standards and Advocacy Consultant, Communications Coordinator, Executive Director/Registrar, as well as the NSCSW Council and committees.

Employment Equity

NSCSW is committed to the value of equity and strives to create an organization that represents the intersectional identities of Nova Scotians. Applicants from groups who have historically faced barriers to employment are encouraged to self-identify in their application.

Compensation

• This is a FTE temporary position with the possibility of it turning into a permanent position;

• The salary range is $48,230- $51,520 based on 35 hour work week

• The NSCSW offers a defined pension plan through the NSHEPP.

• The NSCSW offers competitive extended health benefits.

Key Responsibilities

• Acts as the initial contact for the office, efficiently handling reception duties, assessing incoming requests, and ensuring proper redirection or response.
• Manages all incoming correspondence and inquiries, redirecting as necessary, and supports key staff by providing necessary administrative assistance such as arranging meetings, logistics, and communication support.
• Offers general database support to members, including password resets and account unlocks.
• Collaborates in the creation and revision of forms and documents to enhance office operations and member service.
• Under the guidance of the Executive Director/Registrar, maintains and updates critical organizational documents including Regulations, By-laws, Personnel Policy Manual, and Governance Policy Manual.

Administrative Assistant to Council and Committees

• Provides comprehensive logistical and administrative support to the Council and Member Committees, including photocopying, minute-taking, organizing council packages, booking meeting spaces, and arranging catering.

Bookkeeping

• Handles invoices for payment, including coding, forwarding for review, approval, and mailing out payments appropriately.
• Responsible for preparing bank deposits and ensuring timely filing of documents both electronically and in hard copy.

Knowledge/Experience Requirements

• A high school diploma and a recognized secretarial or office administration diploma.

• At least three years of related administrative experience.

• Advanced proficiency in MS operating systems, Zoom, Office 365.

• Familiarity with effective administrative procedures, office equipment, report generation, and database systems.

• Experience working in a confidential setting during demanding periods.

Competencies

• Exceptional interpersonal and customer service skills.

• Utilizes professional judgment and maintains a professional attitude in all dealings.

• Strong communication abilities.

• Highly organized, capable of prioritizing daily tasks efficiently.

• Flexibility in suggesting solutions and adapting to ongoing challenges.

• Understands and respects confidentiality in both a professional and legislated context.

• Able to work independently and exercise sound judgment in role responsibilities.

Qualities

• Professional

• Team and customer focussed

• Collaborative

• Can do/positive attitude

• Solid problem solving skills

• Ability to work independently

• Hard working

• Detail orientated

• Confidential

• Initiative

• Ability to multi-task and prioritize

• Works well under pressure

This role offers a unique opportunity to contribute to the flourishing community of NSCSW members by providing vital support and facilitating the smooth operation of our services. Join us in making a difference in the professional standards and advocacy efforts within our organization.