Organization: Canadian Hospice Palliative Care Association
Position Title: Office Administrative Assistant (full-time summer student)
Language Designation: English Essential, bilingual asset
Supervisor: Administrative and Events Coordinator, Director of Advance Care Planning in Canada, Executive Director
Hours per Week: 37.5 hours per week for 11 weeks
About the Organization:
The CHPCA is the national voice for Hospice Palliative Care in Canada. Advancing and Advocating for quality end-of-life/hospice palliative care in Canada, its work includes public policy, public education, and awareness.
To provide administrative and communications support for the ACP in Canada project as well as to provide administrative and communications support for the Canadian Hospice Palliative Care Association. This position is divided between the ACP in Canada Project, Communications Department, and Events and Admin Department.
Scope of Authority and Decision Making
The Office Administrative Assistant functions under the direct supervision of the Administrative and Events Coordinator and the Director of Advance Care Planning (ACP) in Canada, in addition to the CHPCA Executive Director. This position also works under the guidance and priorities of the CHPCA Communications Officer. The Office Administrative Assistant is empowered with decision-making authority with respect to the duties and objectives assigned and makes such decisions in consultation with the appropriate supervisor when required.
Experience, Education, and Other Qualifications Required
Experience in communications, administration, Events Planning, and/or marketing is an asset. Experience using Microsoft Office is required. Excellent oral and written communication skills are essential. Although the position is not bilingual essential, fluency in French is a strong asset and priority will be given to those who are bilingual. Tact, discretion, astuteness, attention to detail and strong problem solving, time management, and interpersonal skills are all particular criteria for the Office Administrative Assistant.
Duties & Responsibilities
Office Administrative Assistant will be responsible for working with the appropriate supervisor and/or staff person on assigned daily tasks with relation to the organization’s communications, events, and other projects, including the Advance Care Planning project, and everyday activities.
Regular ongoing duties will consist of working closely with staff to assist in daily operations of the organization. This will include office duties such as filing (both electronically and hardcopy), research, database entry, communications support, office organization, website management, event assistance, and other project assistance (as deemed necessary), and any other tasks deemed administrative in nature.
The Office Administrative Assistant will also be tasked with conducting an update to a national directory of programs and services, which will include emailing, calling, and researching existing hospice palliative care programs to ensure accuracy of data within the directory. The Office Administrative Assistant will also be charged with researching new programs and services not already housed on the directory for consideration of inclusion on the directory. For new programs and services the Office Administrative Assistant will be expected to research and follow up with the appropriate directory contact to secure required data for addition to the directory.
This position will also be responsible for providing administrative and communications support to the ACP in Canada Project team (Director, ACP Communications Officer, Communications and ACP Assistance) on an ACP in Canada initiative.
The Office Administrative Assistant is to be responsible for undertaking an inventory of current resources on-hand for the Advance Care Planning project, as well as the CHPCA Marketplace. This will include both a physical hardcopy count and following up with the creation of an electronic record that can be used for ongoing inventory purposes.
Other duties assigned to the Office Administrative Assistant will be to work with the Communications Officer in the research and creation of a number of contact lists required for purposes of media, public policy, and other communication tasks.
The Office Administrative Assistant will also be asked to assist with ongoing social media initiatives, including management of nine online Facebook ‘Interest Groups’ to bolster content, dialogue and general activity on the group.
Office Administrative Assistant is responsible for assisting the Communications Department with ongoing development of bilingual communication materials, including the writing of articles for an ongoing online news website. This position will include regular website updating and maintenance.
The Office Administrative Assistant will be asked to assist in the ongoing management of events, such as meetings, conferences, Hike for Hospice, and other advocacy campaigns as required. Assistance in these areas will include promotions, marketing, writing, and working on other tasks deemed administrative in nature.
Office Administrative Assistant will be assisting in all preparations for a large national learning institute which will be occurring in the late fall 2020. This includes monitoring registrations, updating website, answering correspondence, and assisting with creation of promotions, print materials; such as signage, name badges, syllabus, etc. This position will also be tasked with aiding for preparations for the next large conference which is to be held in fall 2021, however, program planning will be commencing in spring 2020.
As necessary, the Office Administrative Assistant t will be asked to assist in the ongoing management of meetings, projects, and other advocacy campaigns as required. Assistance in these areas will include promotions, marketing, communications, writing, and working on other tasks deemed administrative in nature.
Each of the above tasks will require the Office Administrative Assistant to exercise attention to detail, time management and organizational skills. All projects assigned to the Office Administrative Assistant will include writing, research, and administrative tasks. Working knowledge of computer programs (such as Microsoft Excel and social media systems) is required. Knowledge and experience of website CMS systems, Adobe InDesign, and other related programs not required but considered a strong asset.
This individual will also be asked to assist staff where necessary in their daily projects.
This individual is expected to be a part of project and staff meetings.
Some lifting will be required.
DEADLINE FOR APPLICATIONS: May 29, 2020
All interested candidates should submit a résumé and cover letter to:
Please use “Application for Office Administrative Assistant” as the subject line.
Only successful applicants will be contacted for an interview.