We’re Hiring an Office Administrator

The Sexual Assault Centre of Edmonton (SACE) is a not-for-profit, charitable organization that supports children, youth, and adults who have experienced sexual abuse or assault, and educates the public about sexual violence. All work at SACE will reflect the Mission Statement and philosophical beliefs of the organization. 

We offer a friendly and warm work environment and are looking for someone in this position to work weekly Monday to Thursday, from 1 p.m. to 6 p.m. (0.625 FTE; 20 hours/week). Flexibility to work weekday evenings and weekends is a requirement. 

The Office Administrator is responsible for the daily operations of the front desk, including being the first point of contact for anyone reaching out to SACE in-person, via phone, and online. This position will work alongside another office administrator, and will be responsible for providing coverage, such as breaks, lunch breaks, and vacation/sick time coverage for each other. This position is under the direct supervision of the Director of Client Care Services and the Director of Strategic Operations and Staffing, in the client care and administration programs. 

Responsibilities: 

Reception and Administration 

• Greet incoming clients, mark attendance of counselling appointments, and notify staff of their arrival;
• Beginning and end of day housekeeping tasks as necessary, (e.g., adjusting lights, fireplace, and music);
• Maintain neatness in the reception area throughout the day, including watering plants, putting away toys and magazines, wiping down counters, surfaces, and glass doors as necessary, and tidying up before closing office for end of day;
• Answering phone inquiries, and redirecting calls as necessary;
• Scheduling, cancelling, rescheduling client appointments, and making changes as necessary in Titanium for individual appointments and intakes;
• Redirect to voicemail those wishing to leave a message for a staff member, notifying callers when staff is out of office (vacation, sick, etc.);
• Provide training on phones as needed, e.g., voicemail, switchboard;
• Assist in maintaining administrative documentation, such as office floorplan, staff databases, office supplies inventories as needed;

Statistics and Data Entry 

• Data entry into Outcome Tracker of all counselling statistics;
• Reporting of statistics from Outcome Tracker as required;
• Data management in Jotform as required;

Titanium 

• Maintaining accurate attendance of clients for their appointments, including accurate notes in cases of cancellation and rescheduling;
• Maintaining accurate schedule for staff members who experience unexpected absences;
• Scheduling appointments shared by multiple staff members (e.g., staff meetings, trainings, office-wide events etc.);
• Sending appointment reminder emails;

Support and Information 

• Provide specialized, non-judgmental, phone/text/chat support to those accessing the SACE Support and Information Line and Alberta’s One-Line for Sexual Violence on a back-up rotation basis as needed; 
• Provide back-up for text and chat supports during office hours as necessary;

Mail & Email 

• Distribute incoming mail daily. Mail addressed to SACE all go to the CEO; 
• Take all outgoing mail to the mailbox at the end of the day; 
• Answering general inquiries received by reception@sace.ca; 
• Answering general inquiries forwarded from the info@sace.ca mailbox; 

General Duties 

• Maintain overall order and organization of the office space; 
• Other administrative duties as required, such as ordering supplies, filing, data entry, etc.; 
• Attend staff meetings and staff in-services as needed; 
• Provide full-time reception coverage as required and possible; 
• Other appropriate duties as assigned. 

Minimum required qualifications: 

• One year of receptionist, office administrator, or other related experience in a similar role is preferred;  
• Post-secondary degree or diploma in a related field considered an asset; 
• Experience working with client relations management (CRM) software and/or other scheduling systems; 
• Strong interpersonal and communication skills; 
• Strong active listening, empathy, and support abilities; 
• Able to operate a multi-line office phone system; 
• Able to work independently, be professional, and perform critical and repetitive tasks during periods of high intensity and stress; 
• Proficiency in Microsoft Office suite (365, Outlook, Excel, Word, etc.); 

The ideal candidate: 

• Is familiar with the issue of sexual violence and with trauma-informed and anti-oppressive approaches to support and violence prevention; 
• Is highly organized and detail oriented, with strong analytical and critical thinking skills; 
• Is solution-focused and has the ability to troubleshoot technical complications; 
• Is adaptable and open to change; 
• Is comfortable working collaboratively with other staff and organizations; 

What SACE offers:   

• A competitive salary commensurate with experience;   
• Health benefits (extended health, vision, dental, and drugs) for staff and dependents (90% SACE-paid, 10% staff co-pay);   
• A four-day work week, Mondays through Thursdays, and closed every Friday;   
• Generous paid vacation time (starting with three weeks);   
• Additional two-weeks’ paid annual office closure over the winter holiday break, usually aligning with school district closures;   
• A work culture that values collaboration, respect, and kindness;   
• Strong focus on staff wellness and work-life balance;   
• Staff appreciation days;   
• Mileage reimbursement for community work;   
• Open door policy.

We strive to build a team that reflects the diversity of the community we work in and encourage applications from traditionally underrepresented groups such as women, members of BIPOC communities, members of 2SLGBTQIA+ communities, and people with disabilities. If we can make this easier through accommodation in the recruitment process, please contact us at info@sace.ca.     

Eligibility: We understand that clients who have accessed our services may want to work at SACE, and ask that it has been at least two years since your last engagement with either counselling or Support and Information Line services before applying. It is important that our Clinical Director does not feel that your employment with SACE would in any way compromise your healing, or create an ethical dilemma regarding a dual relationship with your previous counsellor.  

Closing date:  Position open until filled. 

Position start date: January 2026 

Support and Information Line training dates: The successful candidate will be asked to attend the SACE Support and Information Line training on Tuesday and Thursday evenings (6 to 9 p.m.), and some Saturdays (9 a.m. to 4 p.m.). The next round of training will be May through June 2026. Staff will be compensated for these training hours with time off in lieu (TOIL).    

To apply: Interested candidates are asked to submit a cover letter outlining why they think they are the right candidate for this position, with a resume, and three (3) professional references (including name, email contact, and their role at the shared workplace). Resumes submitted without a cover letter will not be considered.   

Please send applications to info@sace.ca, Attn: Selection Committee – Office Administrator. 

We thank all who apply; only those selected to be interviewed will be contacted.