Administrative Coordinator

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description:

POSITION PURPOSE SUMMARY:
The role provides general administrative support for the day-to-day operations and administrative coordination to one or more of the operations’ subfunctions (e.g., laundry facilities, food bank, Corps. thrift store, etc.) and/ or support event and campaign coordination.

ACCOUNTABILITIES:
The incumbent may perform all, some, or similar range of duties.

Administrative Duties:

• Assist with administrative procedures within MU or department.
• Prepare correspondence, reports, statements, forms, applications, and other documents.
• Maintain inventory of office supplies, order supplies as required and approved by the supervisor and arrange for servicing of office equipment.
• Respond to telephone, in person or electronic enquiries or forward to appropriate person.
• Process incoming and outgoing mail, manually or electronically.
• Coordinate meeting times, prepare meeting agendas, attend meetings, and record minutes if required.
• Send and receive messages and documents using fax machine or electronic mail.
• Scan, sort, photocopy, collate, and file documents according to established guidelines.
• Provides administrative and/or special project support as assigned.
• May organize the basic flow of work for other office support workers.
• May assist in making travel arrangements.
• May assist with drafting and preparing presentations, brochures, flyers, advertisements, invitations, certificates, posters, graphics, etc.
• Perform other administrative duties as assigned.

General Coordination (e.g., Community Services, Corps. thrift store, etc.):

• Set up client appointments and registers clients for programs, special events, services.
• May open and close the facility.
• Welcome and assist clients with operations.
• Monitor the facility, maintain a safe, supportive, and clean environment.
• Notify supervisor of issues and prepare incident reports, as required.
• Track usage, enter data into the database, log users and/or clients names if required.
• Respond appropriately to emergencies.
• Develop and document options and recommendations to issues and problems.
• Create posters/signage to communicate information to the clients.
• Collect program fees and prepare receipts as needed.
• May be responsible for scheduling volunteers and manage tracking of volunteer hours for monthly reporting.
• Perform other coordination- as assigned.

Coordination Support to Events:

• Assist in the planning of events.
• Assist in creating posts and posting on social media.
• Create spreadsheets, brochures, PowerPoints, and other related documents and program materials for events.
• Provide general coordination to volunteers.
• May provide administrative support and general coordination for summer camp registration and planning, training, orientation, etc.
• Perform other event coordination- as assigned.

Scheduling

• Responsible for scheduling for a MU, facility, etc., anticipate scheduling needs, and completing all associated record keeping.
• Resolve scheduling conflicts by referring to on-call procedures, collective agreements, and availability; validates contacts to ensure compliance with requirements.
• Maintain call-in list in accordance with the collective agreement.
• Performs other work-related duties as assigned.

FINANCIAL AND MATERIAL MANAGEMENT:

• Assist with processing of monetary donations and deposits.
• Regular responsibility for minor financial matters and for wise use of own resources.
• Receipting all donations using software.
• Required to maintain and Reconcile Petty Cash
• Required to maintain and reconcile safe inventory log
• Required to log and reconcile gift cards on a monthly basis
• May be authorized to handle small amounts of cash. Receipts all donations using software if required.

WORKING CONDITIONS:

• Working environment is typically in the office, at the reception desk, or in a community facility in generally agreeable conditions.
• May be faced with dealing with aggressive and/or disruptive clients or visitors.
• Some limited travelling is required.

EDUCATION, EXPERIENCE AND QUALIFICATIONS:

• Willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
• Alternative combination of education and experience may be considered.
• Completion of a formal post-secondary program of two academic years
• Alternative combinations of education and experience may be considered.
• Ability and willingness to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion.

Experience and Knowledge:

• 3 years of related secretarial or administrative experience is a strong asset.
• Good knowledge of Office365 is required.

Skills and Capabilities:

• Good oral and written communication skills.
• Must be detail oriented and highly organized
• Ability to maintain a high level of confidentiality.
• Good decision-making and organizational skills.
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Ability to multi-task and prioritize responsibilities (i.e., good judgement).
• Good interpersonal skills.
• Excellent organizational skills and sound judgment.
• Able to work cooperatively in a team setting.
• Ability to lift/move weights of up to 20 lbs. occasionally.
• If limited travelling is required using organizational or personal vehicle, a valid driver’s license and clear driver’s abstract is required.

Compensation:

The target hiring range for this position is $18.30 to $22.87 with a maximum of $27.44.

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email [email protected] if you have a need for any accommodation and we will be pleased to discuss this with you.