Administrative Support ll

CASA Mental Health•Edmonton, AB

4d•CA$23 - CA$28•Hybrid

About The Position

The Administrative Assistant – Clinical Outpatients provides strategic administrative support to Program Managers across CASA's outpatient clinical programs. This position plays a key role in supporting leadership coordination, multi-site operations, quality improvement initiatives and administrative systems development. Working alongside Program Administrators and leadership teams, the Administrative Assistant helps ensure effective program operations through complex calendar management, meeting coordination, process improvement and organizational support. This role requires strong organizational skills, initiative, sound judgment and the ability to manage competing priorities in a fast-paced environment.

Requirements

Proficiency with Microsoft Word, Outlook and Excel.
Excellent organizational, prioritization and time management skills.
Strong attention to detail and accuracy.
Excellent verbal and written communication skills.
Ability to manage multiple competing priorities in a fast-paced environment.
Strong analytical thinking and problem-solving skills.
Ability to work independently with minimal supervision.
Professional, courteous and collaborative approach when working with staff and stakeholders.
Ability to maintain confidentiality and exercise sound judgment.
Medical Office Assistant and/or Business Administration diploma/certificate required, or equivalent experience.
Minimum of two years of related administrative experience, preferably within healthcare, mental health or human services.

Nice To Haves

Experience supporting quality improvement, accreditation or project coordination activities is considered an asset.
Knowledge and experience working with children, youth and families who have experienced trauma is considered an asset.
Knowledge and experience working with Indigenous communities and LGBTQ2S+ populations is considered an asset.
Experience supporting multiple leaders or programs is considered an asset.
Medical Office Administration certification is considered an asset.

Responsibilities

Manage complex calendars for Program Managers across multiple outpatient programs and sites.
Coordinate leadership, management and multidisciplinary meetings.
Respond to meeting requests and support scheduling priorities.
Prepare meeting agendas, take minutes and distribute meeting materials.
Coordinate team retreats, planning sessions and leadership events.
Support managers in tracking action items and high-priority follow-ups.
Assist with preparation of clinical updates and materials for leadership meetings.
Support recruitment activities in collaboration with the People and Culture team.
Coordinate interview schedules and related logistics.
Organize staff recognition initiatives and team engagement activities.
Support communication between leadership and frontline teams.
Prepare expense claims and Visa reconciliations.
Coordinate vendor relationships, contracts and service agreements as directed.
Support grant administration and reporting requirements.
Coordinate documentation and formatting for accreditation, audits and quality improvement activities.
Support change management and implementation initiatives.
Develop and maintain templates, trackers and standardized administrative processes.
Assist with document management and shared drive organization.
Support continuous improvement efforts that enhance operational effectiveness.
Act as a central point of coordination for outpatient program leadership teams.
Support urgent scheduling changes and operational adjustments.
Assist with inventory reconciliation and supply management.
Coordinate travel arrangements, hotel bookings and related logistics as required.
Support cross-program collaboration and operational efficiency across outpatient services.