SEA Unit Receptionist & Administrative Assistant

Mission              Empowering Teen Parents to Succeed 

Vision                Teen Parent Families Thrive and Enrich our Community  

Job ID              22-014TERRA

As a non-profit organization that has been serving pregnant and parenting teens in Edmonton for over 50 years Terra is recognized for its leadership, innovation and collaboration.  Annually more than 1,000 young parents and their children benefit from a comprehensive range of services. Through the compassionate work of the staff, we help parents and children to develop and reach their full potential by recognizing and responding to their unique and individual needs.   Terra Centre staff are guided by the Code of Honour which supports, respects, and celebrates our families and staff (https://terracentre.ca/what-is-terra/careers/).  If you share our values and support our mission and vision please consider joining our team. 

Job Overview:

The SEA Program provides direct service to pregnant and parenting families attending Braemar School with a focus on strengthening the parent/child relationship; supporting the achievement of education and employment goals; and building the family’s natural and community resources. 

The Receptionist and Administrative Assistant performs reception and administrative duties for the Services for Educational Achievement and Employment Unit and the Strengthening Hope Funding Program using trauma-informed approach to manage and triage the needs of participants and visitors accessing the SEA office and services.

Job Conditions:

The Receptionist and Administrative Assistant position is permanent full time (35 hours/week) with flexible hours to work 8:00 AM to 4:00 PM, Monday through Friday.  The position will be working out of the Braemar School located at 9359 67A Street NW.

Key Responsibilities: 

• Provide triage support for participants, visitors, and other professionals coming into the SEA Office
• Schedule participant appointments on behalf of the SEA Workers
• Assess Strengthening Hope Program Funding eligibility for new Braemar School registrants
• Maintains the SEA Office basic needs cabinet for participants in need to access.
• Coordinates Braemar School’s onsite Medical Services and schedules participant medical and psychiatry appointments
• Monitors and communicates participants’ in-kind needs to Terra’s Volunteer Coordinator to support access to items that meet those needs.
• Receive, re-direct, and track incoming phone calls, email, faxes, mail, and other correspondence
• Orders, sort, store, and maintain the inventory of office and photocopier supplies
• Provide administrative support to the other Terra departments such as document creation, data entry in Microsoft Forms, maintain spreadsheets, accept and monitor RSVP’s for events and programs, create informational materials for groups and program activities, and assist to monitor and update information on Terra’s Website
• Complete cheque requisitions for SEA Program Invoices and SEA staff expenses
• Engage in Terra and Braemar School special events as required
• Accept, inventory, and organize In-Kind and Clothes Closet donations
• Review forms and applications for accuracy of information
• Mail and monitor the Learner’s Income Support Applications and Change in Circumstance forms for processing at the Learner’s Income Support Office and liaise with the Office on application status
• Create and send correspondence for participants under the guidance of the Supervisor, Services for Educational Achievement
• Cooperate with the Terra Occupational Health & Safety Management Program 

Qualifications: 

• Post-Secondary Diploma including formal computer training
• Minimum 3 years of data entry and office administration experience
• Knowledge of Microsoft 365 applications and software
• Experience with databases and websites is preferred

Knowledge and Abilities: 

• Effective verbal and written communication skills
• Excellent organizational skills with good time management ability
• Able to work independently with minimal supervision
• Respect the confidential matters of all Terra staff and employees
• Always committed to quality work
• Required to have a self-directed work ethic and demonstrate initiative with tasks
• Warm and friendly personality and behave professionally

Other requirements: 

• Clear Criminal Record Check and Child Intervention Check that are dated within 90 Days of the start date 

Core Behavioral Competencies  

Terra values are core to the organization. We strive to hire individuals who possess these behavioral competencies at all levels of the organization.  

• Personal Leadership: Practices inclusion, communicates openly and effectively, demonstrates self-awareness 
• Productive Relationships: Develops networks, collaborates, develops self and others 
• Results Focus: Applies outcomes-based problem solving and systems thinking, demonstrates evidence-informed decision making  
• Service Excellence: Practices innovation, facilitates a culture of learning, demonstrates continuous improvement  
• Program Planning; design, plan, coordinate, facilitation of groups
• Finance; manage allocated financial resources for program delivery 
• Communication skills; excellent both written and oral; evidenced in grant writing and reporting to funders
• Community Relations; well developed engagement skills, strong networking 

Intention Statement

Terra recognizes that it operates within a society and systems shaped by white supremacy and colonization and institutionalized discrimination and the exclusion, exploitation, and marginalization of Indigenous, Black, and people of color.

Terra strives to understand and be accountable for how white supremacy continues to impact its work at an organizational and systemic level and to address harm; implicit and explicit biases

Our intention is:

To build a foundation of awareness, knowledge, and skills to be an anti-racist organization. To respond to systemic racism that creates barriers and inequality in the workplace and in society. To be an organization that embeds the principles of equity and anti-oppression to everything it undertakes. 

Our goal is to actively promote diversity, equity, and inclusion through an antiracism lens through policies processes and practices.

Vaccine Policy  

As a condition of employment, all Terra employees are required to be fully vaccinated against COVID 19 or regularly undergo COVID 19 testing before entering the workplace.  Successful applicants will be required to provide proof of their COVID 19 vaccination prior to commencement.  If you are the successful applicant and cannot be fully vaccinated on the basis of a protected ground under human rights legislation you may request an accommodation that will be reviewed by Terra.  

Salary: The salary range for the position is $41,200/year. Upon completion of a probationary period, we offer a comprehensive, competitive, extended health benefits package including RRSP contribution.  A Wellness Fund is allocated to staff to support their ongoing well-being.  Staff have three weeks vacation, and, in addition, the agency is closed between Christmas and New Years.

As a learning organization, Terra supports ongoing professional development among employees through formal training, informal mentoring, and personalized growth plans.  Terra is continuing to grow our programming and there are anticipated opportunities for further professional growth within the agency. 

Closing Date: This position will be open until a suitable candidate is found