The Alberta Urban Municipalities Association (AUMA) was founded in 1905 and today represents urban municipalities including cities, towns, villages, summer villages and specialized municipalities and more than 85% of Albertans. It is a dynamic and evolving association, advocating the interests of members to the provincial and federal orders of government and other stakeholders.
AUMA provides leadership in advocating local government interests to the Provincial Government and other organizations, and provides services that address the needs of its membership. To contribute to achieving those objectives, staff demonstrate professional, positive attitudes in their interactions with government officials, members, customers, and Board and Committee members.
The AUMA attracts and retains competent, effective and dedicated employees and assists employees in developing and refining the skills and competence required to achieve the objectives of AUMA. Relations between employees and managers are open and direct, leading to an excellent work environment, clear communications, and a positive attitude.
Reporting to the Director of the Municipal Climate Change Action Centre (MCCAC), the Administrative Coordinator will play a key role in the delivery and administration of MCCAC programs. The incumbent will provide executive assistance to the Director and administrative assistance to MCCAC staff.
Note: This is a term position with funding extending to June, 2023
Key Responsibilities Include:
Work in partnership with other members of the MCCAC to provide general administrative support.
Create meeting and project calendars for the Director, including coordinating master scheduling by receiving and reviewing scheduling requests, managing calendars, setting up appointments, scheduling meetings, and identifying potential conflicts.
Manage the Director’s support needs assisting with email and written communications.
Provides office coverage, including such tasks as answering telephones, greeting visitors, copying, faxing, processing claims for payment and maintaining a master filing system.
Coordinate all activities and documentation for Director-driven meetings, conference calls and other conferences. Prepare agendas, arrange for and communicates logistics, and as required, prepare and distribute minutes, including follow-up with appropriate leads on outstanding action items. Organize meeting requirements such as conference rooms, catering, audio and visual equipment and other requirements.
Makes travel arrangements for the Director and/or other team members.
Maintain an up-to-date master filing system (electronically and/or manual) for the office, including correspondence, invoice payments, leave records, expense reimbursements, and general information for archiving and retrieval.
Assist with the management of the office budget including accounting, record keeping and reporting.
Arrange for purchases of office supplies, prompts and incentives.
Prepare financial paperwork, mailings and forms and ensure their accuracy.
Review, investigate and answer routine inquiries about MCCAC programs based on understanding of the request, the programs in question, and route inquiries to appropriate responder if required.
Maintain contact lists and provide mail/courier coordination and distribution.
Support outreach activities through maintenance of outreach materials and distribution of related materials
Manage logistical support for meetings and events, such as meeting spaces and their affiliated calendars, as well as assist project leads in coordination of their programs.
Assist with the on-boarding of new staff.
Supports the Outreach Coordinator with planning, delivery and evaluation of outreach and engagement events and programs.
Research information related to existing and new programs upon request.
Assist with compiling, editing, and executing communiqués, letters, briefing notes, requests for decision, presentations, reports, and other communications and information as required.
Occassional travel throughout Alberta may be required.
Certificate/diploma in office administration, business administration or related field.
3-5 years administrative experience is preferred.
Excellent internal/external customer service with strong oral and written communication skills.
Strong administration skills; experience in basic accounts payable and receivable is considered an asset.
Above average proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook & Google Suite.
Executive assistant experience would be a strong asset.
Experience or education in environment, climate change, or energy would be an asset.
Current or previous volunteer experience with a non-profit agency, school, municipal or provincial government would be considered an asset.
Skills and Attributes
Team-oriented, hands-on, highly skilled, adaptive, and client-focused.
Excellent problem-solving skills and adaptable to change.
Demonstrate strong interpersonal skills.
Detail-oriented, organized and able to prioritize workload.
Ability to exercise independent judgment, set priorities and make decisions in a fast paced and complex working environment.
Ability to foster relationships with stakeholders, both internal and external, individually and as part of a team.
Sound business ethics, including the protection of proprietary and confidential information.
Ability to apply detailed knowledge of organizational procedures to make independent decisions and serve as a credible resource.
Ability to form and maintain effective relationships with coworkers and build strong professional relationships over the phone, email and in-person.