Administrative Team Lead

Prospect Human Services Society•Edmonton, AB

3d•Onsite

About The Position

Reporting to the Administrative Manager, the Admin Team Lead handles day-to-day direction of admin staff and assists with the planning, coordination, and support of Prospect’s programming and resources. This may include a combination of responsibilities providing direct administrative support to programs as well as leadership responsibilities such as training new staff, handling staff schedules, mentoring and coaching, and working with the Program Manager on more complex human resources or programming issues.

Requirements

Candidates must currently be employed within Prospect’s Admin team. No other candidates will be considered at this time.
Completion of post-secondary education, preferably in an Administration program.
5+ years related administrative experience, with demonstrated reliability shown in past positions.
Some post-secondary education and/or an equivalent combination of education and professional experience will be considered.
Advanced skill level in Microsoft Office (Word, Excel, Outlook and PowerPoint); experience in related applications/programs such as Salesforce and MS Access is ideal as well as knowledge of Mobius, Compass, GCOS, or other related Governmental information systems applications/programs is an asset.
Ability to train, mentor, coach, and support team members.
Excellent attention to detail and organizational skills.
Proven ability to multi-task and efficiently respond to changing priorities.
Strong verbal and written communication skills with writing professional letters and business emails, compiling reports and charts, and building creative presentations.
Effective delegation and communication, including tact, diplomacy, and collaboration.
Solid interpersonal and client service skills with the ability to work effectively with a variety of stakeholders including clients, program managers, and other administrative staff.
Demonstrated ability to work in a confidential environment and handle highly sensitive information.

Nice To Haves

Some previous leadership experience considered an asset.

Responsibilities

Provide day-to-day direction to administrative team members, ensuring coverage and task completion across locations.
Act as the primary contact for workflow support, troubleshooting, and delegation of tasks within the admin team.
Support onboarding, training, and orientation of new administrative staff and volunteers.
Monitor and supervise the accuracy of the data entry in PERCI, Mobius, Compass, GCOS, and other reporting systems.
Provide ongoing coaching, mentoring, and feedback to administrative staff.
Identify training needs and ensure the team remains up to date with changes in procedures, reporting requirements, and technology use.
Collaborate with the Admin Manager and HR to address performance management, training, time off requests, and other employee relations matters.
Conduct periodic check-ins to ensure consistent understanding of contract deliverables and quality expectations.
Liaise with Program Managers to support alignment between administrative support and program requirements.
Support the coordination of cross-functional meetings and interdepartmental communication.
Perform administrative functions, including calendar management, meeting coordination, document creation, minute-taking, and email correspondence.
Monitor and coordinate task completion across request systems.
Manage and update client information in relevant databases (e.g., PERCI/Salesforce, Mobius, Compass, GCOS, etc.).
Support monthly and/or quarterly program and funder reporting processes.
Conduct data entry and support quality assurance processes for databases.
Assist in maintaining and managing client documentation in accordance with contract guidelines.
Book travel, hotel, and vehicle accommodation for staff as required.
Maintain filing systems (hard copy and digital) in accordance with organizational policies and privacy legislation.
Schedule meetings and support event logistics (room bookings, catering, equipment setup).
Assist in completing internal surveys, data collection, and metrics tracking as requested by senior management.
Attend and contribute to meetings by documenting action items and supporting follow-up activities.
Ensure administrative practices are aligned with provincial legislation, contract requirements, and Prospect policies and procedures.
Assist with proofing and editing funder reports prior to submission.
Coordinate and maintain team schedules to ensure optimal support for program staff and clients.