Now hiring

Communications and Registration Assistant

Hours: Monday to Friday 8 am – 4 pm

Wage: $20.00 per/hr

Full time 37.5 hours weekly

Start Date May 29-June 3, 2019

End Date Until October 1, 2019 (possibility of extension)

Job Posting Closing Date:  May 24, 2019

 

The Alberta College and Association of Opticians ACAO is a health care regulator governed under the Health Professions Act.  We are looking for temporary help from a qualified student in the area of policy, strategic planning and public relations.  The position is in a small office of four staff where team work is encouraged. This is a temporary with the possibility of extension.

JOB SUMMARY

The Communications and Registration Assistant will report and be responsible to the Office Manager. Subject to the authority of the Registrar, the Communications and Registration Assistant will assist practice with providing customer service to the members and act as administrative support to the Office Manager and Registration Administrator.

The Communications and Registration Assistant responsibilities:

  • Timely response to member inquiries via phone, email, member portal and walk-in;
  • Provides information and guidance to inquiries using established policies and guidelines;
  • Produces monthly reports relating to inquiries received from stakeholders, board, Government and Office Manager as requested;
  • Maintain the member database including changes of contact information for members (address, email addresses, phone numbers etc.) recognizing the accuracy of the information that is public vs. private within database;
  • Provide quality service to assisting with national exams, students and  continuing competency program;
  • Participates in events held by the ACAO and attending meetings of various stakeholder groups this;
  • Organize all aspects of the continuing education including entering credits, maintaining Moodle and other courses;
  • Post all employment ads to the ACAO website and other edits when required;
  • Performs such other duties as are determined by the Office Manager, Registrar, other staff, committees, and board.

 

Communications

  • Acts as first contact to members, students and stakeholders;
  • Creates and designs communication documents such as: communiques, e-newsletters, handbooks, brochures. letters, information bulletins, social media marketing to keep members abreast of ACAO registration processes;
  • Collects and complies statistics and various reports for newsletters, government, members, council and management;
  • Supports the ACAO management in development and implementation of a media policy;
  • Designs media activity to reach target audience in direct support of ACAO’s organizational mission and goals;
  • Prepares ACAO events and develops materials as required;
  • Develops and writes content for newsletters and e-newsletters and disburses to membership;
  • Work with membership to gain, maintain and retain volunteers.

 

Administrative Responsibilities

  • Answering all in-coming calls;
  • Maintains and enters data into membership data base, query development;
  • Maintains and updated member files including all supporting documents;
  • Maintains and updates processes and procedures related to the position;
  • Daily preparation of all mail, opening, delivery, and courier;
  • Assists with renewals;
  • Assist with implementation of Records Management;
  • Assists with all events and meetings (book meeting space, accommodations, food, travel)
  • Maintains supplies and office inventory:

 

Required Competencies

  • Exemplary skills in the areas of communication, customer service, organizational planning and goal setting;
  • A professional, ethical approach in carrying out responsibilities;
  • Familiarity with the Health Professions Act, Bylaws, Strategic Plan;
  • Familiarity with and ability to apply the principles of continuous quality improvement;
  • Strong skills in the development of policies and procedures;
  • An ability to work well under pressure and to meet deadlines;
  • Strong computer literacy skills;
  • Strong database management skills.

 

Please Send Resumes and Cover Letter to:

Kristie Murray, Office and Operations Manager

Alberta College and Association of Opticians

201, 2528 Ellwood Dr SW, Edmonton AB  T6Z 0A9

Phone: (780) 429-2694

Fax: (780) 426-5576

Email: kristie@acao.ca