The unit assistant is responsible for coordinating key administrative processes that contribute to the effectiveness of the unit. The assistant is the communications hub of the office, and plays an important role in supporting all functions of the units’ activities.

DUTIES AND RESPONSIBILITIES

• Orient and train office volunteers on administrative procedures and reception duties; delegate tasks as appropriate, provide ongoing coaching and encouragement
• Connect clients, donors and others with the information and resources requested; identify and leverage new opportunities for interaction with these groups
• Administer the financial tracking and reporting obligations of the office, maintain the general ledger, code payables, track revenue and expenses, update the budget
• Review and balance reports, receipt control, review debit memos, reconcile with internal orders
• Oversee and/or carry out preparation and making of bank deposits; maintain, balance and reimburse petty cash
• Set-up and maintain filing systems including tax receipts, bank, client and volunteer files, in accordance with audit requirement
• Oversee and/or enter and verify data in databases, extract data and compile for reporting purposes, troubleshoot errors/duplicate entries
• Maintain office resources such as ordering and distributing materials and supplies, arrange maintenance of office equipment and facilities
• Support internal communication needs of the unit, region and division offices; ensuring information is disseminated to all relevant stakeholders
• Participate in volunteer recruitment.  Follow volunteer cycle – set up appointment to interview, determine where volunteer interests lie, contact references, keep required records.
• Act as a resource to the office staff and volunteers on all administrative matters
• Carry out additional services in support of unit administration (e.g. transportation dispatch, arranging public transportation for clients/escorts, general office maintenance, meeting logistics, special displays)
• Other projects as assigned

Health and Safety Responsibilities

• Work in compliance with the provisions of the Occupational Health & Safety Act and its regulations
• Review and comply with the Canadian Cancer Society’s health & safety policy

QUALIFICATIONS

• Some post-secondary education in a related field or an equivalent combination of education and experience
• Knowledge of basic accounting principles
• Proficient in MSOffice (Word/Excel/Outlook) and experience with databases
• Strong ability to problem solve and reach sound resolutions in a manner that addresses unit requirements and satisfies client requests
• Strong customer service and communication skills, able to translate information into concrete and understandable terms and delegate tasks while meeting the needs of clients and the general public
• Excellent organizational and time management skills to organize and schedule own assignments within broader plans.  Flexibility to respond to shifting priorities and last minute requests.  Can handle peak periods where volume is high and interruptions are expected.  Able to demonstrate a clear sense of priority and balance multiple tasks effectively.
• A criminal records check is required
• Knowledge of Canadian Cancer Society policies and procedures would be an asset
• Non-smoker

WORKING CONDITIONS

• Works as part of multidisciplinary team
• Intermittent planned evening and weekend work
• Responds to inquiries from the general public (in person, on phone or via e-mail)
• Responsible for maintaining monthly reporting deadlines
• Works with confidential data
• Multiple priorities and interaction with many clients

INDIRECT REPORTS

• Volunteers – provides direction and guidance on a regular basis
• Temporary Staff – may provide direction and guidance for summer students or other temporary staff

In return for your contributions, we offer an attractive compensation package, which encompasses a starting salary in the mid 30K range, and the chance to work in a supportive and progressive environment. Qualified non-smokers are invited to send their resume and cover letter, quoting job#CCS-64 in the subject line by September 8, 2010.  We thank all applicants for their interest and advise that only those selected for an interview will be contacted. No phone calls, please.

The Canadian Cancer Society provides equal opportunity in employment and encourages applications from all qualified persons.

Status: Regular, Full Time
Location: Guelph, ON
Department: Community Engagement-Wellington Unit
Reports to: Unit Manager

Please send resume by 08  September  2010 to:

Human Resources Department
Canadian Cancer Society
55 St. Clair Avenue West, Suite 500
Toronto , Ontario   M4V 2Y7
Fax: (416) 488-1210
E-mail: Human Resources Department