CVA Administrative Officer – Terms of reference

Job Description

Working under the supervision of the Executive Director, the Administrative Officer will perform a variety of administrative and clerical services and will be able to communicate verbally and in writing in both Canada’s official languages. The incumbent will be required to take direction and initiatives to support the completion of the CVA’s mandates and objectives. This part-time position offers independence and flexibility in hours, and significant variety in a range of administrative tasks. The Administrative Officer will work from a home office.

Responsibilities

CVA DACUM Training and Certification Programs

In compliance with the policies and procedures governing the CVA DACUM training and certification programs, the Administrative Officer will:

  • Coordinate the annual scheduling of public DACUM training workshops in Canada and internationally
  • Provide assistance in the promotion and publicity of each scheduled DACUM training workshop
  • Answer queries relative to the CVA DACUM Training and Certification Programs
  • Formally acknowledge reception of individual registrations
  • Maintain records of individual registrations per scheduled DACUM training workshop
  • Provide registration updates to the CVA DACUM Training Program Coordinator and to the designated CVA DACUM trainer
  • Officially confirm or cancel a scheduled workshop following consultation with the CVA DACUM Training Program Coordinator and the designated DACUM trainer
  • Prepare, email invoices to registered participants and perform follow-ups when necessary
  • Prior to each training workshop, prepare and send completion (attendance) certificates via postal mail or through other means to the designated DACUM trainer
  • Prepare and send certificates to individuals having successfully completed a CVA competency-based certification program
  • File DACUM trainers’ report following completion of each DACUM training workshop
  • Maintain individual record of certification candidates
  • Maintain lists of individuals having completed DACUM training modules
  • Maintain a waiting list of individuals having formally registered or sent an expression of interest but having yet to receive training
  • Maintain a list of CVA certified DACUM Analysis Facilitators
  • Maintain a list of CVA certified DACUM trainers
  • Participate in revising the current policies and procedures

 CVA Board and Executive Director

 The incumbent will assist the CVA Board and the Executive Director in exercising their roles and duties by accomplishing the following tasks:

  • Assist the President and the Executive Director in planning and preparing the Annual General Meeting (AGM) and Board meetings/conference calls
  • Assist in the development of the CVA budget and ensure spending remains within acceptable variances
  • Prepare and produce the monthly financial report
  • Prepare financial, expenditures and payment authorization, forms, and administrative documents for authorization by the Executive Director, the President or any other designated CVA Officer
  • As AGM secretary, write and disseminate the AGM minutes
  • Participate in the CVA’s strategic and operational planning sessions  

General Administrative Activities 

  • Prepare and distribute correspondence and membership information
  • Produce and/or assist in the production of all required internal and external reports
  • Store, retrieve and disseminate information
  • Provide updates to the Information and Knowledge Manager
  • Develop or maintain an accurate and up to date records management system (including classifying and coding electronic and hardcopy files)
  • Manage office supplies stock and place orders
  • Participate in the creation/revision of databases and/or processes to accomplish tasks
  • Update office policies as needed 

Requirements

  • Strong interpersonal skills
  • Excellent written and verbal communication skills in both Canada’s official languages
  • Strong organizational skills with a problem-solving attitude
  • Attention to detail
  • Proven work experience as an Administrative Officer or similar role
  • Solid knowledge of office procedures
  • Experience with office management softwares and communication technology
  • High school diploma; additional qualifications in office administration are a plus

17 March 2018

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