Duties

The Operations Administrative Assistant will provide support to the Manager, Waste Facility Operations (WFO) and the WMF Operations Engineer in the preparation of Operating Documents, processing and tracking of regulatory commitments, gathering operational data and attending to a variety of day-to-day administrative WMF activities.

• Maintains Manager, Waste Facility Operations (WFO) calendar and schedule of events and appointments assuring schedule is kept current. Assists manager in scheduling for upcoming events, meetings, performance review, Powered by People reviews, audits and responses to correspondence.
• Handles all aspects of communication from division office, responding to queries or requests as appropriate.
• Assists with preparation and participation in branch quality audits.
• Knowledgeable in Company Wide Quality Assurance and its role in maintaining branch administrative files, position descriptions, personnel qualifications and training (CW-510200-FM-240, formerly 4010, forms), individual staff training files.
• Knowledgeable in implementing the AECL document numbering system for branch documents and records.
• Assists in preparation of correspondence and procedures, maintains quality records for Internal and External Dosimetry Services.
• Maintains documentation in accordance with AECL and CNSC licensing requirements.
• Prepares branch correspondence maintaining hardcopy and electronic filing systems, manager public folders and shared areas.
• Provides assistance to branch staff on preparation of deliverable reports, correspondence, procedures, papers and abstracts, and presentation materials. Ensures that formatting is correct, that documents have been proofread and that all associated review and comment and routing forms are completed properly and accordance with company wide procedures.
• Knowledgeable in Managers' Financial Report Centre, Crystal Reporting, and Oracle. Provide project assistance, track expenditures against budget, and provide weekly financial report to the manager for all branch project numbers. Review and approves purchase requisitions, keeping within project budget limits. Reviews and approves branch timesheets. Runs weekly Missing Timesheet Report, following up as required. Tracks branch deliverables. Tracks reports from submission to final issue.
• Purchases items for the branch such as computers furniture, books, office supplies, as well as professional services and memberships through Oracle.
• Schedules meetings, takes minutes and reports information as required. Keeps track of safety and housekeeping inspections and quarterly reporting.
• Provides monthly parameters report to division in a timely manner. Assists branch and division quality representative as required.
• Processes position authorizations/requests for non-employees, visitor passes; books conference rooms; arranges travel, meetings (including tele/video conferencing and net meeting), catering; sorts mail; performs photocopying/scanning; sends/receives faxes.

Qualifications

Advanced knowledge of Microsoft Office Products (Word, Outlook, PowerPoint, Excel) is required, and familiarity with TRAK/Action Tracking, Access and Project would be an asset.

Must possess excellent business/administrative skills and have demonstrated the ability to quickly learn and utilize new applications that support business operations.

Must have working knowledge of AECL's Formal Document Template and Forms; quick turn-around in the production of documents is essential; experience in Document Control would be a definite asset.

AECL has an Employment Equity Program and encourages applications from women, Aboriginal Peoples, visible minorities and persons with disabilities. AECL provides a smoke-free workplace.

 We thank all applicants for their interest. Only those candidates selected for an interview will be contacted.