Administrative and Volunteer Coordinator

at  The AIDS Committee of Cambridge Kitchener Waterloo and Area ACCKWA

QUALIFICATIONS

• Diploma in office administration preferred.
• Minimum one-year experience working in a business or social services environment.
• Some knowledge of HIV/AIDS, harm reduction, and the social determinants of health.
• Excellent written communication skills.
• Strong organizational, administrative, teamwork, and project management skills.
• Anti-racist, anti-oppressive work with diverse disadvantaged communities (i.e. sexual orientation, gender identity, marginalized Indigenous, Black, racialized communities, individuals challenged by addiction).
• Ability to speak openly and frankly about topics including substance use recovery, and sexuality in a sex-positive and non-judgmental manner.
• Experience in customer service.
• Proficiency in Microsoft Office, database and presentation software.
• Must have a valid G Class driver’s license and access to a reliable vehicle
  ACCKWA is committed to employment equity and encourages applications from all qualified candidates including individuals from *key populations who may identify as peers or people with lived expertise, people with past experience of homelessness, individuals in recovery from substance use, people living with HIV and / or Hepatitis C, 2S and LGBTQ-identified persons, persons with disabilities, Indigenous, First Nations, Inuit and Métis individuals, and members of Black and other racialized communities.

PURPOSE:

This role facilitates the efficient functioning of agency operations. The Administrative and Volunteer Coordinator will provide support to the Guelph Site Manager in financial administration, fundraising, and human resources. Duties include scheduling, reception, information and referral, clerical duties and liaising with Guelph CHC and other community partners. In combination with administrative duties, the Administrative and Volunteer Coordinator will also oversee volunteer recruitment – in collaboration with the Manager of Volunteers and Peers at ACCKWA’s main site – and scheduling of volunteers at the Guelph site, working with each program to assess volunteer needs and opportunities. The successful candidate will have demonstrated excellent interpersonal, organizational, and time management skills. They will have experience working with peers and other non-profit program volunteers, managing social media accounts, and supporting events. Experience working with and understanding the needs of marginalized and diverse *key populations is essential.
ACCKWA is an AIDS Service Organization with a 35 + year history of responding to the changing needs of diverse, under-resourced, disadvantaged communities within Waterloo Region, and now Guelph. These communities include individuals infected, affected and at risk for HIV/AIDS, hepatitis C, other sexually transmitted and blood-borne infections, and those impacted by substance use and the opioid overdose epidemic. ACCKWA provides prevention, education, advocacy and support programs and services. The successful candidate will have experience working in an office or non-profit social services environment, and the ability to collaborate effectively with other ACCKWA staff and community partners to ensure service participants receive just, appropriate assistance.
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PRIMARY RESPONSIBILITIES

Office Management, Operations, Reception and Administration

• Provide daily telephone and reception duties at ACCKWA Guelph office.
• Contribute to completion of an annual workplan with timeline and goals derived from agency and funder strategic and operational objectives.
• Monitor and maintain adequate inventory of office supplies and equipment.
• Monitor in-office scheduling and meeting room bookings and schedule team meetings.
• Responsible for incoming and outgoing mail.
• With direction from the Guelph Site Manager, contacts Property Manager related to office maintenance issues.
• Maintains confidentiality, revises, and updates procedural manuals and relevant database files as pertaining to the Guelph office.
• Assists with preparation of semi-annual reports to funders, and maintains monthly statistics.
• Responds to walk-in office requests for information, referrals, risk reduction, clinic, and program-specific assistance.
• Assists with various program inventory deliveries, and provides reliable team-based Guelph office coverage.
• Completes specific meeting scheduling, online meeting support, and prepares committee meeting minutes for circulation and review.

Financial Administration and Human Resources

• Assists with file maintenance related to human resources, financial administration, fundraising, and operations.
• Reviews and prepares VISA and cheque requisitions for Executive Director review and monitors program class allocations, communicates adjustments with agency bookkeeper.
• Issues program budgets and completes routine agency banking.
• Assist with donor / donations supports and issues charitable tax receipts.

Agency Promotion, Fundraising, and Social Media Management

• Maintains inventory of general agency promotional items at designated venues.
• With direction from Executive Director and Manager of Volunteers and Peer Engagement, plans and executes existing annual fundraising events.
• Monitors and coordinates routine agency social media content and presence.