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.
