Administrative Coordinator - Temporary

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 performs specialized administrative duties, supports the day-to-day operations, provides administrative coordination of the operations’ subfunctions (e.g., laundry facilities, food bank, Corps. thrift store, etc.), and supports event and campaign coordination.

Accountabilities:

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

1. Administrative Duties:

• Assist with administrative procedures within MU or department.
• Organize all administrative aspects of the unit and ensures the smooth running of the office.
• Provide administrative and/or special project support as assigned.
• Assist MU Leaders with maintaining MU contact lists, including suppliers, community partners, leases, etc.
• Responsible for maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt and distribution of requested items (stationary, postage, and photocopier supplies etc.).
• Coordinate meeting times, including sending out calendar invites and setting up online video conferencing, prepare meeting agendas, attend meetings, and record minutes if required.
• May perform general office reception duties such as answering and screening telephone calls; direct and answer enquiries and inquiries; greet and escort visitors; file documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/e-mail material as requested; drafting and preparing presentations, brochures, flyers, advertisements, invitations, certificates, posters, graphics; resolves routine enquires.
• Maintain facility and equipment, including preventative measures, and communicate with service providers to arrange Maintenance:/repair service for MU unit.
• Develop supportive relationships and works cooperatively with staff, guests, and volunteers.
   

2. General Coordination (e.g., laundry facilities, food bank, Corps. thrift store, etc.):

• Set up client appointments and registers clients for programs, special events, services.
• May open and close the facility, 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.
• Support external reporting requests as needed.
   

3. 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.
• Assist with smooth administrative functioning of the kettle fundraising initiative.
   

4. 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,  and availability; validates contacts to ensure compliance with requirements.
• Monitor staff availability, absenteeism, and report patterns to department manager.
• Create and maintain reporting process of schedule changes, issues, and confirmation of coverage within programs with consideration for budget impact.
• Schedule kettle shifts in the Christmas season.
• Performs other work-related duties as assigned.

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 may be 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.

Education, Qualifications and Certifications:       

• Completion of a formal post-secondary program of two academic years in a related field.
• Emergency First Aid certification with Level A or C CPR from an approved training provider or willingness to complete it if required.

Experience and Skilled Knowledge Requirements   

• 3 years of related secretarial, administrative, or customer service experience is required.
• Team lead experience in a related field or non-profit is considered an asset.
• Strong knowledge of Microsoft Office Suite is required.
• Knowledge of community-based resources and experience networking with government and social service agencies.
• Ability and willingness to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check screening.

Skills and Capabilities:  

• Valid driver’s license and clear driver’s abstract may be required for some roles.
• Demonstrate a high level of integrity, good judgment and ability to maintain appropriate confidentiality.
• Self-motivated and disciplined.
• Strong oral and written communication skills.
• Strong decision-making and organizational skills.
• Ability to maintain a high level of confidentiality.
• Ability to work cooperatively in a team setting.
• Attention to detail.
• Ability to multi-task and prioritize responsibilities (i.e., good judgement).
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• 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 $23.10 to $28.88 with a maximum of $34.65.

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.