Employee Job Description

Position title: / Office Assistant
Reports to: / Director of Finance and Administration
Date reviewed: / 07/2017
Position Overview
The Office Assistant is responsible for providing administrative support to the Director of Finance and Administration, the Director of Fund Development, Director of Strategic and Community Initiatives. A high level of involvement in the company’s donor management program as well as general office management will be required. This position provides an opportunity to learn the most senior level operations of the organization, to include stakeholder engagement and business operations. This is a part time (3 days/week) job.
Responsibilities
Core Function / Time Requirement / Tasks
1. Office Administration / 60% /
  • Ensure the success of the day to day internal operations of the PCC (Prostate Cancer Centre) and SAIU (Southern Alberta Institute of Urology) by acting as the primary contact and facilitator for work required with RGH (Rockyiew General Hospital) maintenance, housekeeping, IT/Phones, Unitech, Techworks Solutions, Cygnus and any other supplier/contractor used by the PCC and SAIU.
  • Responsible for all Parking additions, changes and rebate tickets.
  • Orientation of all new employees, referencing the new employee checklist.

2.Executive Support / 10% /
  • Support the execution of the resource and fund development strategy.
  • Assist the Director of Finance and Administration, Executive Assistant and other directors with special projects.

5.Fund Development / 10% /
  • Assisting with 3rd party events.
  • Provide the necessary reports when needed using Giftworks and Artez.
  • Oversee the annual update of donor wall.
  • Recording and inputting donor information into Giftworks
  • Distribution of thank you letters and tax receipts to all donors within a week of donation.
  • Weekly donation transfers from Artez to Giftworks.

6. Men’s Health / 20% /
  • separate and file men’s health papers from ManVan consent forms
  • enter demographics into excel spreadsheet
  • make 6 week follow up phone calls with questionnaire
  • document all phone conversations
  • scanning and filing forms

Qualifications
Experience: /
  • 2-5 years’ experience as an office coordinator or manager

Knowledge & Skills: / Computer software:
  • Strong computer skills – Microsoft Office, Outlook, Database knowledge (e.g. Giftworks, Wolfe
  • The ideal candidate will be proactive, optimistic and have the ability to manage multiple priorities.
  • The ability to prioritize conflicting needs; handling matters urgently and proactively with follow through to successful completion, often in a deadline driven environment

WorkingConditions: /
  • This position is primarily an office based position. It does require the occasional evening or weekend work, attending PCC board and Committee meetings and PCC events.