Administrative Coordinator

at  The Salvation Army

The Operations Administrative Coordinator performs specialized administrative duties with a specific focus on financial administration, Contract and Service Schedules, HR Records, and communications, and provides support for the Executive Director and the management team.

GENERAL AND MINISTRY UNIT ADMINISTRATION:

• Perform general office duties such as answer and screen telephone calls, direct and answer inquiries; schedule and prepare space for meetings, greet and escort visitors; resolve routine inquiries, assist with coordination of calendar and events for the Ministry Unit.
• Ensure all employee records are maintained accurately and kept up to date, including personnel files and record of certification, onboarding training, and provide to BCHR documentation and information as requested.
• Support MU Leaders with drafting and typing correspondence, proof typing for accuracy, sort and prioritize typing assignments within general guidelines; research and respond to difficult enquiries on behalf of the supervisor, preparing or collecting paperwork for projects and processes, and generating reports, scheduling, reminders, documents, meeting agendas and minutes, etc. as requested.
• Assist MU Leaders with maintaining MU contact lists, including suppliers, community partners, leases, etc.
• Assist MU Leaders with maintaining databases and registers to ensure current and accurate information (e.g., premises, property maintenance, vehicles, rent increases, inspection dates, contact lists, critical due dates, supplies, etc.).
• Maintain yearly copy of inventory for MU and update regularly.
• Maintain office inventories, coffee and break room inventory and other department-specific supplies.
• Ensure notice boards in Admin space are regularly maintained and updated with current information.
• Check office mail regularly, open and distribute incoming mail and process outgoing mail including materials of a confidential nature; receive parcel(s) and distribute to the appropriate person(s).
• Maintain admin office equipment, including phone system, submission of copier counts for billing and communicate with service providers to arrange maintenance/repair service for MU. May assist with computer system.
• Organize and file documents electronically and/or manually; photocopy and distribute materials, as requested; and send and receive fax/email material as requested.
• Ensure that all records management policies and procedures, and records for the Ministry Unit are current, and stored securely and accurately.
• Prepare year-end files for audit and prepare file boxes to be moved to storage as per regulatory requirements; prepare new file folders for upcoming year – physical and electronic.
• Keep log of individuals with keys and alarm codes noting code changes or if person is added/removed; keep master keys/access code logs for all buildings.
• Provide backup support/relief coverage for the administrative team during absences when required, which may include checking emails and voice messages, answering or directing queries, troubleshooting issues, seeking guidance from other team members, and elevating issues of greater importance or complexity to appropriate management staff.
• Create administrative templates for all departments (e.g., client discount cards, inventories), assist with documents/reports/spreadsheet creation, etc.
• Assist the Volunteer Coordinator with the creation of document briefs, Excel spreadsheets used for volunteer statistics analysis, and other word processing tasks.
• Develop and document business requirements, process and reports as needed.
• Develop and document options and recommendations to issues and problems.
• Provide orientation and guidance to users on how to operate new software and technology.
• Perform other work-related tasks as requested by MU Leaders.
• Take minutes of meetings as requested and maintain a record of relevant files.

EDUCATION, QUALIFICATIONS AND CERTIFICATIONS:

• Completion of a formal post-secondary/college/University program of two academic years in either social service, business, economics, administration, and equivalent work experience.
• Must possess valid driver’s license and clean driving abstract.

EXPERIENCE AND SKILLED KNOWLEDGE REQUIREMENTS:

• A minimum of five years of general related experience.
• A minimum of a year of supervisory experience in a related field or non-profit (preferred.)
• Experience of three years in the following areas: office administration, budgeting, HR relations.
• An alternative combination of education and experience might be considered.

PREFERRED SKILLS/CAPABILITIES:

• Attention to detail, multi-tasking, problem solving and analytical skills.
• Strong sense of integrity and confidentiality with professional ethics and flexibility.
• Familiarity with funding processes and procedures, human resource legislation and practice; purchasing procedures; property maintenance issues; and information systems issues and processes.
• Outstanding communication.
• Computer and media proficiency.
• Ability to work independently.
• NOTE: For some jobs, you may be required to provide validated educational documentation.

Successful candidates, prior to hiring, may be required to provide:

• Background check consent.
• A clear vulnerable sector screening.
• A clean drivers abstract.
• Completion of our online Armatus Abuse Training and required Health and Safety training.

The Salvation Army will accommodate candidates as required under applicable human rights legislation. If you require a disability-related accommodation during this process, please inform us of your requirements.
We thank all applicants, however, only those candidates to be interviewed will be contacted.
Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application.
Published
August 8, 2024
Location
Nanaimo, BC
Job Type
Full-time
Ministry Unit/Dept:
Nanaimo New Hope Centre
Salary Range:
$21 - $23 per hour
Address:
19 Nicol Street
Posting Expires:
Until filled
Applications Accepted By:
E-mail: bern.muller@salvationarmy.ca. Please mention the ‘Job Title’ in the subject line of your email

Managerial / Technical Responsibilities:

• Report directly to: Executive Director
• Direct reports for this position: None
• This role coordinates workflow for Accounts, some HR/Payroll queries, and may show others how to perform certain procedures