CONTRACT POSITION: MANAGEMENT SERVICES ASSOCIATE

Job Term:      January 6, 2014 – January 16, 2015 
Job Classification:     ADMIN 2 – Management Services Associate
Salary Range:      $43,777.50 – 53,332.50

Apply by:     December 13, 2013 at 3:00 p.m. Late applications will not be accepted.

What can I expect to do in this role?    

Reporting to the Manager, Department of Management Services, the Management Services Associate, as part of a team, will:

•    Coordinate web projects and ongoing maintenance of the website
•    Provide accounting support, assisting the accountant as requested
•    Maintain staff training scheduling and tracking report
•    Assist the Training Institute and the Research & Technology Institute with general administrative duties when requested.
•    take notes for internal committees/meetings
•    Cross train for  other positions to support the Centre’s requirements
•    Provide communications support, keeping inventories up-to-date
•    Be backup for receptionist, including daily lunch breaks and vacation coverage
•    additional duties may be assigned

How do I qualify?
The successful candidate should have the following skills and attributes:

Experience and Education:
•    demonstrated ability to function effectively, independently and as a team member
•    demonstrated customer service experience
•    good understanding of government procurement directives
•    previous experience working in an administrative position

Communication skills:
•    demonstrated oral communication skills and interpersonal skills to interact with internal and external stakeholders 

Other important skills:
•    organizational, planning and time management skills to independently complete work within the appropriate timeframes and the ability to deliver on performance objectives
•    proficient in operating a computer and using a variety of windows-based software 
•    working knowledge of HTML coding would be an asset

How do I apply?

1.    You must apply by email to hr@wcwc.ca. 
2.    Include “Management Services Associate Posting” in the subject line of your email application.
3.    Your cover letter and resume combined should not exceed five (5) pages. Customize your cover letter and resume to the qualifications listed on this posting. Using concrete examples, you must show how you demonstrated the requirements for this job. We rely on the information you provide to us.
4.    Read the job description to make sure you understand this job. 
5.    If you require a disability related accommodation in order to participate in the recruitment process, please contact hr@wcwc.ca to discuss your needs.
6.    Only applicants selected for an interview will be contacted.

JOB DESCRIPTION

Position:  Management Services Associate
Job Classification: ADMIN 2
Salary Range:  $43,777.50 – 53,332.50

Purpose of position
This position provides a wide range of communication/administrative support for the Department of Management Services (DMS). 

Duties/responsibilities
In this role, the incumbent will perform the following duties:

1.      Accounting support:
•    assisting accountant in reconciling reports and other duties as requested
2.    Communication support:
•    supporting the communications associate with advertising and marketing for Research & Technology Institute (R&TI), Training Institute (TI), Office of the CEO and overall WCWC messaging.
•    coordination and tracking of the Centre’s attendance at conferences and events
•    assisting with conference and event promotional and printed materials: keeping existing materials up-to-date, work with vendors
3.    Web project and ongoing maintenance:
•    assisting with the organizing and attending the web strategy sessions to continue to keep the website current and functional for staff and departments. 
4.    Assisting the TI and the R&TI with correspondence and general administrative duties when requested. Support TI with the production of training materials as required
5.    Backup for receptionist, including daily lunch breaks
6.    Rotating schedule with receptionist to ensure coverage of reception during office hours 
7.    Staff training and professional development tracking report
8.    Note taking for internal committees/meetings
9.    Cross training of other positions to support the Centre’s requirements
10.    Assigned projects
11. P-card holder for department of management services and RTI
12.    Position is backfilled by communications associate or operations associate
13. Position backfills for receptionist, operations associate and accounting associate

Additional duties may be assigned.

Knowledge 
The incumbent requires working knowledge of InDesign, Microsoft Office applications, including Outlook, Word, PowerPoint and Excel. 

Knowledge of HTML coding would be an asset. 

Judgment 
The incumbent works under the direction of the Manager, DMS with access to government directives, guidelines and corporate policies where they exist as well as the Accountant for consultation. The incumbent must use good judgment when working with customers’ personal/financial information to ensure protection of privacy.

Accountability
This position is responsible for assisting with administrative and communication support and is accountable to the Manager for accurately completing assigned tasks.
 
Impact of errors
Lack of organization in working with communications projects could cause delays or exclude the Centre from opportunities (e.g. deadline for ads). 

Not dealing with visitors or calls in a positive way could impact the positive image of the Centre. 

Contact
The key contacts for this position are WCWC Management, WCWC staff, visitors, suppliers and contractors.

Job requirements
This position requires a minimum Ontario Secondary School Diploma or equivalent and previous experience working in an administrative position.

The incumbent must demonstrate the following personal attributes:

•    be honest and trustworthy
•    be respectful
•    possess cultural awareness and sensitivity
•    be flexible
•    demonstrate sound work ethics

Good organizational skills are necessary to prioritize duties and meet important deadlines. Experience answering a multi-line telephone system is required to backfill for reception position.

Strong communications and customer service skills are necessary to ensure positive internal communication and to facilitate external correspondence with vendors and community partners.  

Supervision
This position does not supervise.

Assignment and review of work
Work assignments are provided by the Manager, DMS. Assignment timeframes may change as priorities are established. Updates are reported weekly to the Manager.

Work is assigned through personal communication, e-mail, face-to-face meetings, group meetings, and through the work plan. Work is reviewed through the Performance and Planning Review meeting with the manager (every six months), face-to-face meetings, e-mail, and regular updates.