Office Administration (Summer Position)

Position Overview

Mindset

• Mission-Driven: Strong commitment to Habitat for Humanity’s mission and values, with a passion for community service.
• Collaboration: Build and maintain positive relationships across teams and with volunteers to ensure alignment and inclusivity.
• Adaptability: Thrive in a dynamic environment, managing competing priorities and evolving needs with flexibility.
• Attention to Detail: Ensure accuracy in data tracking, program materials, and communications.
• Proactive Problem-Solver: Anticipate challenges and implement creative and effective solutions.
• Accountability: Take responsibility for program outcomes and decisions, ensuring organizational objectives are met.
• Confidentiality: Handle sensitive information with discretion and uphold the integrity of organizational and stakeholder data.

Skillset

• Vendor & Contractor Coordination: Liaise with vendors, service providers, and contractors to support office operations and scheduled maintenance.
• Scheduling & Logistics: Coordinate office-related bookings, moves, room setups, and meeting logistics.
• Supply Management: Monitor and replenish office supplies, ensuring adequate inventory levels are maintained.
• Facilities Support: Assist with office moves, reorganization, and general workspace upkeep as needed.

• Document Organization: Maintain organized physical and digital filing systems in accordance with organizational standards.
• Archiving & Shredding: Manage the archiving of inactive records and coordinate timely, secure shredding of confidential documents.
• Records Integrity: Ensure records are accurate, accessible, and compliant with internal retention policies.

• Data Entry: Accurately enter financial transactions, expense records, and related data into organizational systems.
• Invoice Processing Assistance: Support the processing and tracking of invoices and receipts under the direction of the Finance team.
• Report Preparation: Assist in compiling financial summaries and data reports as required.

• General Inbox Monitoring: Manage the organization’s general information inbox, triaging and routing inquiries to the appropriate staff members.
• Correspondence Drafting: Prepare professional responses to routine inquiries and coordinate follow-up as needed.
• Communication Tracking: Maintain a log of incoming inquiries and ensure timely responses are provided

• Policy Cleanup: Assist in reviewing, updating, and formatting internal administrative policies and procedures.
• Document Standardization: Support efforts to consolidate and standardize policy templates across departments.
• Research Assistance: Conduct background research to support policy review and process improvement initiatives.

• Project Coordination: Provide administrative support to ongoing organizational projects, tracking progress and assisting with deliverables.
• Meeting Support: Prepare agendas, take meeting minutes, and distribute materials as required.
• General Administration: Assist with a variety of day-to-day administrative tasks to support operational efficiency across the organization.

Toolset

• Microsoft Office Suite: Proficient with Word, Excel, Outlook, and Teams.
• Organizational Skills: Able to manage multiple tasks and priorities effectively, with strong attention to detail.
• Communication Skills: Professional written and verbal communication for internal and external correspondence.
• Technology Comfort: Comfortable learning and working with new software systems and databases.
• Accuracy & Discretion: High standard of data accuracy and sensitivity to confidential information.

Experience & Education

• Current post-secondary student studying business administration, office administration, public administration, or a related field.
• Previous administrative, clerical, or customer service experience is an asset.
• Comfort with data entry and working with spreadsheets or databases.
• Valid Driver’s Licence preferred.
• Ability to provide a satisfactory Criminal Record and Vulnerable Sector Check.

Work Conditions

• Full-time summer position during standard office hours, Monday through Friday.
• Occasional evenings or weekends may be required to support special events or organizational needs.
• Primarily based at the Habitat for Humanity Saskatchewan Provincial Office in Regina.