Navigate Complexities. Create Change. Together. This is our purpose at CUPS. Our unique integrated approach to care empowers people to work holistically to create and achieve goals that support their well-being and builds readiness to navigate and access support in the community. As a formative presence, we work together to build better systems and a stronger community.
Clients depend on us, supporters trust us, and partners count on our collaboration. We do not take this responsibility lightly – we are accountable for our words, our actions, our relationships, and most importantly, ourselves. Through a compassionate lens, we afford every person dignity in their interactions with us. We proactively seek opportunities for continuous learning with open minds and transformative spirits. Through our culture, rooted in our values, we will achieve our purpose and ambition.
CUPS Office Manager is responsible for the completion of administrative tasks and efficient flow of communication to key stakeholders internal and external of the organization to ensure CUPS office space and operations function effectively. This role works closely with Leaders, Staff and the Facilities team. The Office Manager is an active participant in the maintenance and continuous improvement process of office administrative systems and practices within daily operations.
Responsibilities:
- Create an approachable, caring and trauma-informed environment for clients, guests and colleagues
- Contribute to the safety and wellness of clients, colleagues and visitors by coordinating CUPS Security operations provided via third party vendor and remaining up to date on all CUPS health & safety protocols
- Act as steward for employee and client dignity by ensuring confidential information is handled with the utmost care and respect in alignment with CUPS privacy protocols & values
- Act as an ambassador of CUPS Purpose and values both internally and externally
- Create positive worker, guest and client experience by efficiently connecting requests and inquiries to the most appropriate person
Duties:
- Execute the booking & scheduling of agency-wide meetings, events and training as well as program/team bookings as required - ensuring the most effective use of meeting space in alignment with the needs of the meeting group and priorities of the organization
- Arrange the mailing and courier needs for the organization and ensuring the confidentiality of sensitive material and the prompt arrival of time-sensitive material
- Support execution of daily operations by managing office supply tracking, ordering to ensure no disruption in workflow and cleanliness of meeting spaces
- Coordinate effective operations of vendor systems & activities critical to organization needs, i.e. phone systems, security, parking, meeting room set-up etc.
- Execute document, data and contract management as needed. Filing manually and/or electronically in accordance with departmental requirements.
- Support goals of leadership groups within meetings by operating as minute taker & coordinator of meetings as requested
- Produce/source data, reports, documents, and reference materials for leaders as needed
- Implement efficient office procedures to enhance productivity and streamline operations
- Ensure continuity of operations and service levels of the organization via acting as backup for Executive Assistant and other administrative duties as directed
- Provide support to event leaders & teams in planning, prep, and execution of CUPS events and volunteer engagements
Background required:
- Post-secondary certificate or diploma in Business Administration or a related field
- 3-5 years of direct experience in operations support roles
- Demonstrated advanced skill in MS Office products,
- Proven experience in managing complex and competing priorities
- Exceptional discernment, prioritization, critical thinking and execution skills
- Proficient in troubleshooting phone systems and other office technology
- Strong interpersonal skills to communicate clearly with staff, stakeholders and clients alike
- Ability to work independently as well as part of a team in a dynamic environment
Work Environment:
- Times of Long periods of sitting, computer work
- Periods of high stress, high workloads and tight deadlines
- Onsite at CUPS 10th and 10th office
- Individual and collaborative team based work
- May be exposed to information regarding trauma, hardship and stressful events
**Only those selected for an interview will be contacted**
Job Types: Full-time, Permanent
Benefits:
- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- Paid time off
- RRSP match
Schedule:
- Day shift
- Monday to Friday
Experience:
- Microsoft Office: 1 year (required)
- Administrative experience: 3 years (required)
Location:
- Calgary, AB T2R 0B7 (preferred)
Work Location: In person
Application deadline: 2024-10-27