Position: Operations Administrator
Type: Permanent, full-time
Reports to: Chief Operating Officer
Direct reports: N/A

Job summary:

The Operations Administrator serves as the first point of contact for all external constituents of the Alberta College and Association of Chiropractors (ACAC), so therefore must be welcoming and professional at all times. The incumbent must be able to manage a busy workload with constantly changing priorities whilst maintaining accuracy and professionalism. This person is responsible for all items related to facilities management, meeting coordination, administrative support to multiple managers, and regulatory support as needed. This person must be service oriented and maintain superior customer service skills even when dealing with multiple demands and competing tasks.

Major Responsibilities:

Administrative 60%
• Provide reception service as the first point of contact for callers and visitors to the ACAC, respond to and redirect phone calls to the appropriate ACAC colleague, and provide other resources as appropriate
• Manage and respond to two ACAC email accounts
• Build and maintain operations/administrative/stakeholder contact lists
• Co-ordinate monthly staff meetings; scheduling, agenda development, and catering as needed
• Manage/distribute incoming/outgoing mail, and couriers
• Manage postage meter, photocopier supplies, server and IT electronics
• Maintain common space appearance and functionality; tidy common areas and boardroom as required before and after meetings
• Set up, organize and maintain the office filing system/records and information management systems
• Order office supplies, and proactively address service calls for office equipment as required; proactively maintain inventory of supplies and schedule/address building and equipment maintenance
• Manage all building facilities, contracts, and activities, whether routine or emergent
• Coordinate meetings, including scheduling, RSVP collection, confirmations to attendees, catering and set up, video conference equipment and IT set up and support, clean up after meeting, etc.
• Filing and archive record tracking
• Backup to Executive Coordinator in managing IT support, including service calls, installations and repairs
• Maintain vendor files as per ACAC process and use this information to action annual maintenance requirements without direction
• Coordinate travel arrangements for staff and Council as appropriate
• Provide administrative support to multiple managers as required
• Occasional evening/weekend work and/or travel required
• All other duties as assigned

Regulatory 40%
• Support annual renewal and certification process for members
• Manage member database, including data entry, address changes, and Netcare testing as
required
• Support registration and licensing of new/returning members, Preceptors and annual
membership renewal
• Maintain current member continuing competence credits in database as backup to the
Regulatory Coordinator
• Provide administrative and registration support for Annual General Meeting (AGM) – order
required supplies, registration tracking, name tag facilitation, lead registration support at
AGM venue
• Serve as backup for Professional Practice Officer as needed

Qualifications, Skills & Abilities:

• High school diploma minimum, additional education or coursework in office administration
considered an asset
• 3-5 years related administrative experience; equivalent experience in another setting may
be considered
• Advanced computer experience required including strong technical knowledge of MS Office
(Excel, Word, PowerPoint) mail merging, scheduling software and database experience
• Ability to work well under pressure and to meet deadlines without compromising quality
and accuracy
• Ability to accommodate competing and changing workload demands
• Motivation and ability to work in a fast-paced environment with minimal supervision
• Superior organizational and time management skills
• Flexibility and the ability to take initiative
• Sufficient discretion to understand when to consult with supervisor and other colleagues on
matters
• High level of tact and discretion; ability to maintain confidentiality

Characteristics/traits for someone to enjoy this role:
• Desire to be the “right hand” of the Chief Operating Officer
• Desire to deliver excellent customer service to internal and external stakeholders
• Thrives in and able to maintain focus/details in “air traffic control” environment
• Active interest in continuous improvement
• A “consider it done” mindset and follow-through
• Must present oneself professionally both in demeanor and dress

Perks:
In addition to working for a high-performing and fun office the following perks come too:
• Free onsite parking
• Generous vacation from day one
• ACAC-provided extended health, dental and life insurance
• Staff activity days including themed potlucks and offsite activities
• A dog-friendly office led by Chief Morale Officer, Oscar the cockapoo

Salary Range: $43,000 – $52,000

Interested?

Submit a pdf of your cover letter, including salary expectations, and resume to Sabby Sekhon, Express
Employment, Sabby.Sekhon@ExpressPros.com.

Download job posting here.