Shared Services, Administrative Support

ABOUT THE ROLE

The Shared Services, Administrative Support role provides centralized administrative and operational support across multiple credit union branches and departments, ensuring efficient delivery of back-office functions, procurement, facilities coordination, and recruiting and onboarding support. This role is one of two complementary administrative positions within the shared service team that are a key resource for management and staff, maintaining operational consistency and supporting day-to-day business needs with a high degree of professionalism and discretion.

Responsibilities

Recruiting

• Post and manage job listings across multiple platforms including LinkedIn, Indeed, and internal career portals


• Screen resumes and conduct initial phone screens to assess candidate qualifications


• Coordinate interview scheduling between candidates and hiring managers


• Maintain and update the applicant tracking system (ATS) with accurate candidate records


• Send offer letters, employment agreements, rejection notices, and other candidate communications in a timely manner as directed


• Facilitate the bonding process for new employees


• Support onboarding logistics including new hire paperwork, and orientation scheduling


• Maintain confidential files and records in compliance with company policy and applicable laws


• Assist with reporting and data entry in the HRIS system

Payroll

• Process semi-monthly payroll accurately and in accordance with deadlines


• Enter and update employee data including tax forms, direct deposit, and pay rate changes


• Respond to employee payroll inquiries and escalate discrepancies to Finance as needed


• Assist with year-end payroll tasks including T4 distribution and reconciliation support

Employee Benefits Coordination

• Serve as a first point of contact for benefits-related questions regarding health, dental, vision, and RRSP plans


• Coordinate with benefits vendors and brokers to resolve employee issues


• Maintain accurate benefits records and ensure compliance with eligibility requirements


• Support leave of absence administration including, Short-and-Long Term Disability, bereavement, and any other company-approved leave programs

Procurement and Vendor Management

• Coordinate and source branded merchandise and promotional items


• Process purchase orders and requisitions for office supplies, equipment, and services


• Maintain relationships with approved vendors and research new suppliers as needed


• Track procurement spending and maintain budget records for administrative expenses


• Maintain signing authority documentation and ensure procurement practices align with approval authorities and organizational policy


• Track and manage renewal dates for service contracts, leases, and business insurance policies

Facilities and Office Coordination:

• Coordinate equipment maintenance, repairs, and service contracts


• Liaise with service providers for facility matters


• Manage supply storage areas and ensure adequate stock levels


• Handle inbound and outbound mail, courier accounts, registered mail, and Canada Post coordination

Communications & Marketing:

• Coordinate internal communications and distribute information across branch locations


• Printing and distribution of marketing materials


• Assist with drafting and distributing member newsletters, marketing emails, and service updates (e.g., Mailchimp) as requested


• Maintain and segment email lists for targeted communications


• Maintain and update external website


• Co-ordinate Scholarship Program

Project, Event & Committee Support:

• Assist with planning and execution of internal events, staff meetings, and training sessions


• Coordinate logistics, as requested for special projects including timelines, resources, and communication


• Maintain project documentation and track deliverables against workplans

REQUIREMENTS

Culture, Teamwork, & Values

• Participate in a positive, collaborative work environment that encourages pride, teamwork, and mutual respect


• Executes core responsibilities within assigned line while cross-training and providing backup support across Shared Services functions to meet team and organizational needs.


• Participate in training and development programs provided by internal and external resources


• Perform other duties in keeping with the purpose and accountabilities of the job


• Demonstrate role model behavior by encouraging the desired corporate culture, including being active in continuous learning and development


• Ensure all policies and procedures, including privacy, AML, compliance, and OH&S are adhered to in daily activities to meet safety, legal, and privacy requirements


• Consider health & safety as a primary concern to ensure the overall well-being of self and others

Key Skills & Competencies

• Organizational Excellence : ability to manage multiple priorities, deadlines, and stakeholders simultaneously without losing accuracy or professionalism


• Written Communication : exceptional writing, proofreading, and editing skills; able to produce polished documents, minutes, and correspondence with minimal direction


• Discretion & Confidentiality : sound judgment when handling sensitive governance, financial, and personnel information


• Tech Proficiency : comfortable with Microsoft Office Suite, email marketing platforms (e.g., Mailchimp), social media management tools, and basic analytics platforms


• Interpersonal Skills : professional and service-oriented; able to work effectively with executives, board members, vendors, and frontline staff


• Attention to Detail : meticulous in document preparation, records management, and filing; able to process invoices, reconcile accounts, and maintain basic budget tracking with accuracy


• Adaptability : comfortable shifting between administrative, communications, and governance tasks in a dynamic, multi-branch environment


• Service-oriented mindset with a collaborative, problem-solving approach


• Adaptable and comfortable working independently with minimal supervision


• Reliable team player with capacity for cross-training and coverage responsibilities

Experience & Background

• 2-3 years of experience in an administrative, executive assistant, or office management role; experience in a financial institution or regulated environment is an asset


• Demonstrated experience supporting senior leadership or a Board/Committee, including preparation of agendas, packages, and minutes


• Prior experience in procurement, vendor coordination, or facilities administration


• Hands-on experience with social media management and email marketing platforms


• Experience managing competing priorities across multiple departments or locations is strongly preferred


• Post-secondary education in business administration, office administration, communications, or a related field is preferred

Other Requirements:

• Must be bondable; satisfactory criminal and credit checks required


• Legal authorization to work in Canada on a full-time basis

WORKING CONDITIONS:

• Schedule: Full-time, 37.5 hours per week, Monday–Friday, 8:30 AM to 5:00 PM


• Location: On-site


• Physical Requirements: Office environment with extended computer use, sitting, reaching, standing; minimal lifting and walking


• Mental Demands: Moderate to high mental effort with periods of concentrated workload

We welcome applications from all backgrounds. Only candidates selected for an interview will be contacted.

Note: This description provides an overview of the position and is not exhaustive. Responsibilities may evolve at the discretion of Bow Valley Credit Union.