Administrative Assistant

Description:

KEY RESPONSIBILITIES:

Administrative Duties:

• Prepare routine correspondence for the Editor-in-Chief and Assistant Editor-in-Chief
• Screen incoming phone calls, independently responding to routine inquiries
• Maintain filing systems for Editorial Department, including confidential personnel files and general department files
• Record employee attendance (sick time, medical appointments and vacation schedule)
• Order and arrange for the delivery of refreshments for staff meetings and events
• Book meeting rooms for department meetings
• Prepare and process staff reimbursements, corporate VISA reconciliations, fees/invoices for Internal Communications Department
• Prepare magazines for mailing and maintain complimentary mailing lists
• Fill requests for sample issues
• Maintain file copies for current year for all magazines
• Collect and distribute department mail
• Order department supplies on approval of Assistant Editor-in-Chief
• Organize external magazine subscriptions and renewals
• Oversee the tidiness of department and ensure safety protocols are kept
• Accept and sign for material from couriers and delivery personnel
• Prepare and process all outgoing material requiring a courier
• Keep display copies of publications current on ground floor and 2nd floor racks
• Help prepare for department events throughout the year

Circulation Coordinator:

• Responsible for efficient operation of the fulfilment process, working with mailing house/shipping companies to minimize errors, control costs and resolve problems
• Receive and process requests for special orders from ministry units
• Track, respond to and process ministry unit order changes
• Track and respond to customer circulation inquiries, process subscriptions, renewals, gift subscriptions/cards, address changes, cancellations/non-deliveries notices and prospect records; filing all related hard-copy paperwork and updating circulation database
• Process and track orders received; following up on delinquencies, NSF cheques and invalid credit card numbers
• Work with ministry units regarding billing adjustments and process requests through the Finance Department
• Maintain the integrity of the QuickFill circulation software by running database checks and system backups; working with the IT department for installation of upgrades and patches, and implementing new features, as required
• Maintain the circulation procedures manual
• Generate and prepare reports including circulation figures and changes in standing orders (increases and decreases)
• Maintain stock in storage rooms for past issues of publications; dispose of outdated stock
• Prepare order forms for each division and review and update all circulation forms (e.g., order change forms, renewal notices, subscription cards) to ensure clarity, accuracy and professionalism
• Prepare and mail renewal notices, following the established renewal cycle
• Prepare replacement orders, mailing labels and packages for shipping