POSITION SUMMARY:

Perform general administrative functions for the development and implementation of operations and to provide assistance to the OIS Provincial Manager of Interpreting Standards and Professional Development for the successful implementation of all program goals.

MAJOR RESPONSIBILITIES:

Direct Service:

• Provide confidential and general secretarial support to the manager
• Co-ordinate application, interview and screening process for freelance interpreters
• Liaise with regions regarding recruitment of potential freelance interpreter candidates
• Liaise and assist OIS assignment co-coordinators with scheduling of screenings for the OIS Registration
• Provide training to screening proctor when needed
• Assist with regional and community contact for collection and dissemination of various materials
• Responsible for statistics and providing reports as required, including maintaining information on the OIS database
• Responsible for the organization and preparation of meetings and training events where necessary, including dissemination of meeting material, room booking and set up, accommodation and catering arrangements, booking access teams, videoconferencing etc.
• Answer department calls, general email inquiries, receive, distribute and respond to general correspondence
• Responsible for mass mailings
• Respond to general inquiries regarding the program
• Develop and maintain program files
• Provide appropriate back up for office staff in their absence
• Other duties as assigned

Administration:

• Provide confidential and general secretarial/clerical support to the manager and other staff when required
• Assist manager with materials development and distribution e.g. collection of data and coordination of package, etc.
• Regularly liaise between manager and outside community agencies
• Responsible for collation of statistics and providing reports as required
• Research, maintain and update manual/computerized resource lists, files and information in relation to program service initiatives
• Responsible for organization of meetings/events where necessary including room set up, dissemination of agenda, booking rooms, booking access requirements, etc.
• Responsible for trouble shooting office equipment e.g. fax, printer, photocopier, etc.
• Assist department with clerical and administration tasks as assigned
• Responsible for creation, administration and monitoring of schedule systems in conjunction with manager
• Assist manager with marketing of program
• Assist in preparation of standards, protocols and procedures
• Responsible for maintaining and revising forms
• Responsible for ordering office supplies and making arrangements for equipment repairs
• Order office supplies and maintain inventories
• Assist manager/OIS team members in preparation of special projects as required
• Other duties as assigned

Financial: 

• Assist in general program accounting procedures
• Assist in preparation of ministry and other financial reporting as required
• Maintain overview of program expenditures; ensure timely and accurate submission of financial records
• Maintain and prepare information for Financial Services including invoices, cheque requisitions, special billings, cash cheques, tax receipts, etc. 

Community Education:

• Provide information for inquires in relation to CHS and OIS programs as required
• Educate consumers on use of interpreting services
• Liaise with community partners to promote and educate consumers regarding the OIS Registration Process and interpreting services
• Participate in presentations and displays related to CHS and OIS services
• Attend community council and other committee meetings as required

Professional Development:

• Attend internal staff meetings
• Attend and participate in workshops/seminars related to position
• Keep up-to-date on issues and information related to position and agency
• Acquire and maintain the ASL Proficiency requirement for the position (Intermediate Plus)

LINE OF RESPONSIBILITY:

Reports to Program Manager, Interpreting Standards and Professional Development, OIS Provincial

QUALIFICATIONS:

• Graduate of a Community College in Office Administration or equivalent
• 2 - 3 years administrative work experience
• Proficiency in MS Office Suite, Internet and database applications
• Basic accounting skills and knowledge of AP/AR processing
• Excellent communication, interpersonal and customer service skills
• Excellent organizational skills and ability to work both independently and within teams; including the ability to adapt and to balance conflicting priorities
• Excellent information coordination skills; attention to detail; analytical skills
• Proficiency in American Sign Language (ASL) or willingness to learn
• Demonstrated sensitivity to working in a culturally diverse environment
• Occasional local and out of town travel e.g. events, venues, training, etc.