About this role
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.
Band Opens at $55,000 plus benefits