Office Administrator

Mission              Empowering Teen Parents to Succeed 

Vision                Teen Parent Families Thrive and Enrich our Community  

Job ID              22-010TERRA

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 Office Administrator reports to the Director, Finance and supervises the receptionist.  The position is the main contact for IT support, building maintenance and contracts, records management, word processing and project support.  The individual works towards the Strategic Plan goals and supports the agency mission, vision, and values. 

Job Conditions:

The Office Administrator position is permanent full time (37.5 hours/week) with flexible hours to work 8:30 AM to 4:30 PM, Monday through Friday.  The position will be working out of the Terra Centre main office located at 10320-146 Street and travel to other sites is required.

Key Responsibilities: 

• Supervises the Terra West Administrative and Service Support position (ASSP) & coordinates and/or provides additional phone coverage as necessary
• Updates the Employee Orientation Manual and policy manuals when required and supports with coordination of onboarding materials for new employees
• Provides data entry and administrative support across the agency
• Collaborates with the Director Finance to ensure administrative processes and procedures are effective to best support Terra Centre
• Manages the allocation of key fobs and follows up on any building security issues
• For all 3 Terra sites:
  • Acts as contact for building maintenance needs and oversite of contracts in collaboration with the Director Finance
  • Reviews and monitors Terra Centre service contracts and ensures Terra equipment is adequately maintained
  • Updates and maintains an inventory list of all equipment and furniture
• Administers voicemail system and updates users when required
• Liaises with cell phone provider ensuring ordering and maintaining of agency cell phones, distributes cell phones for hires and collects cell phones for terminations
• Acts as liaison with the IT support company and is primary initial contact person in the agency for computer support
• Administers and troubleshoots basic computer issues and monitors the external hard drive for the server.
• Other duties as required.

Qualifications: 

• Completed Certificate in Office Administration or an equivalent program
• Minimum 5 years’ experience in an administrative position in a busy office environment
• Minimum 2 years’ experience as a supervisor

• Experience providing basic IT support and troubleshooting
• High Level of proficiency in Office 365 and SharePoint

Knowledge and Abilities and other Requirements: 

• Effective verbal and written communication skills
• Excellent organizational skills to meet deadlines and prioritizes responsibilities
• Self-directed work ethic, committed to quality and demonstrates initiative
• A valid driver’s license and a reliable vehicle to travel to Terra sites
• 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 

Diversity  

Fifty one percent of the young parents served by Terra are Indigenous.  The agency promotes and expects staff to invest in building knowledge and skills to be culturally competent in serving this population and all Black Indigenous and People of Colour.  Engaging in ceremony and cultural activities is stressed to promote experiential learning.  The Strategic Plan includes intentional actions to advance the agency efforts related to diversity, equity and inclusion. 

As an agency we are working to build a foundation of knowledge and skills to be an antiracist organization, to understand and respond to systemic racism that creates barriers and inequality in the workplace and in society. 

No person will be denied employment opportunities or benefits for reasons unrelated to their abilities. Recruitment and advancement will not discriminate on the grounds of any protected characteristics under Alberta Human Rights or Canadian Human Rights legislation.  

Individuals will be recruited to positions based on their skills, qualifications and attributes required for employment and alignment to agency core values. 

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 $45000-$52000/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