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.