Administrative Team Lead

Position

Admin Team Lead

Location

Edmonton

Salary

Starting at $65,000

Type

Full Time

(30% Team Lead responsibilities, 70% Administrative responsibilities)

What will you do?

Reporting to the Administrative Manager, the Administrative 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 will 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's on programming changes.

Team Lead Responsibilities (30%):

• 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.

Administrative Responsibilities (70%):

• 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.

What does it take to do this job?

• 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.
• Some previous leadership experience considered an asset.
• 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.

If you require an accommodation in order to participate in the application or selection process, please contact the HR/Recruitment department at [email protected] (mailto:[email protected]).

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.

Prospect strongly believes in its five brand pillars and is looking for great candidates who share the same beliefs:

Enthusiastic

Prospect approaches every opportunity with enthusiasm. We drive change with energy, optimism and commitment. Anyone who walks through our doors can feel the positive energy.

Professional

In every facet of our work, our actions show a commitment to professional management and service delivery. Prospect is accountable, ethical, and honest.

Innovative

Prospect creates change by envisioning the end game and creating the means to realize it. We believe asking “why not?” aids progress. Solutions are created when we think beyond traditional boundaries.

Inclusive

Prospect is driven to achieve equal access for all to opportunities and resources. We strive to create a fair, healthy and high-performing environment where everyone is respected, encouraged, and motivated, and their contributions help Prospect attain its goals.

Collaborative

Prospect seeks different perspectives. All parties must be engaged, including for-profit, not-for-profit, funders and government. Only by understanding all points of view can we create inclusive workplaces.