Position

Administrative Manager

Location

Edmonton or Calgary, AB

Type

Full Time

Salary

Starting at $78,000

What we are seeking

Prospect Human Services Society is looking for an experienced Administrative Manager to lead and support our administrative teams across Alberta. This role is responsible for the day-to-day coordination of administrative services that support our programs, leadership team, and organization as a whole.

You will bring strong people leadership, excellent organization skills, and a deep understanding of how high quality administrative work enables programs to run well. You will work closely with Program Managers, Human Resources, and senior leadership to ensure administrative processes are consistent, accurate, and responsive to changing needs. From time to time, you will also provide executive assistant coverage and support for the Executive team.

This is a hands-on leadership role that requires both strategic thinking and a willingness to step in when workloads are high.

What will you do?

Administrative Operations

• Lead and coordinate the daily work of the administrative team
• Build and maintain a strong understanding of administrative requirements by program and contract
• Develop, review, and improve administrative systems and processes
• Ensure completion and accuracy of work across government, funder, and internal systems
• Oversee data entry quality, consistency, and timelines across locations
• Coordinate schedules to ensure adequate coverage and task completion
• Work closely with Program Managers to support service quality and client satisfaction
• Review and proof funder reports prior to submission

People Leadership

• Recruit staff in partnership with Human Resources
• Provide day-to-day supervision, guidance, and feedback to team members
• Ensure staff receive effective orientation and job specific training
• Coach, mentor, and support staff development and performance
• Complete performance evaluations in a timely and meaningful way
• Ensure staff are trained and confident using required technology and systems
• Engage volunteers and practicum students where appropriate
• Ensure compliance with legislation, policies, safety practices, and organizational values
• Champion Prospect’s mission, vision, and brand pillars

Support to Senior Leadership

• Prepare, format, edit, and proof documents, proposals, and presentations
• Support program reporting and data gathering
• Assist with event logistics and contact list management
• Attend meetings, record action items, and complete follow up
• Provide administrative support for organization wide initiatives

General Administrative Support

• Handle day-to-day administrative tasks when workloads are high or staffing is limited
• Respond to inquiries from clients and partners with knowledge of Prospect programs
• Ensure confidential client information is handled appropriately
• Maintain filing systems in line with policy and contract requirements
• Support office and kitchen supply management in collaboration with Facilities as needed
• Ensure compliance with privacy, employment, and other relevant legislation

What does it take to do this job?

• Post secondary education in administration, communications, or a related field, or an equivalent combination of education and experience

• Minimum eight years of progressively responsible administrative experience

• At least four years of leadership experience managing large, multi-site teams

• Advanced skills in Microsoft Word, Excel, Outlook, and PowerPoint

• Comfort using databases and CRM systems such as Salesforce

• Strong organization skills with excellent attention to detail

• Ability to manage multiple priorities in a fast-paced environment

• Strong written and verbal communication skills

• Experience drafting, editing, proofreading, and preparing reports and presentations

• Ability to train, coach, mentor, and support staff

• Strong interpersonal skills and ability to work with diverse stakeholders

• Proven ability to work with confidential and sensitive information

• Some travel between Prospect locations in Alberta is required

If you require an accommodation in order to participate in the application or selection process, please contact the HR/Recruitment department at careers@prospectnow.ca.

Prospect will consult with all applicants who request accommodation during the process to ensure that the accommodation provided takes into account any individual accessibility needs. Any information received relating to accommodation will be addressed confidentially.