Description:
The Administrative Coordinator provides efficient and effective administrative support to the Executive Director and the leadership team. The Administrative Coordinator is responsible to facilitate the processing of tasks related general administration, and projects ensuring the efficiency of processes.
KEY RESPONSIBILITIES:
ADMINISTRATIVE COORDINATON :
- Prepare and coordinate all documentation for various projects and processes.
- Maintain and update daily, weekly and/or monthly reports and follow through as necessary.
- Prepare, coordinate, and/or distribute meeting documents.
- Maintain databases, updating information as required.
- Draft and prepare presentations (including PowerPoint, brochures, invitations, certificates).
- May assist in the orientation and training of program staff.
- Attend and coordinate meetings as required by supervisor.
- Provide administrative assistance and coordination in projects as required i.e., accreditation.
- Oversee the onboarding of new employees and volunteers from an administration perspective; ensures employees receive, complete, and return required forms in a timely manner.
- Provide site tours and introductions for new employees and volunteers if required.
- Liaise with candidates and the interviewer(s) to coordinate interviews, prepare any documentation for the process, and arranges any required skills testing.
- Performs daily tasks related to business operations and their coordination.
- Coordinates delivery of all required administrative support services Yellowknife Corps & NWT Resource Centre.
- May assist with minor financial matters.
- Perform other work-related duties as assigned.
General OFFICE Admin Duties:
- Draft and type correspondence ensuring accuracy and that job assignments are prioritized.
- Maintain electronic and/or paper records (i.e., files, spreadsheets, resources, manuals, document templates, etc.).
- Ensure proper storage of active and inactive files.
- Perform general office duties such as answering the phone, greeting visitors, photocopying, and distributing materials, and resolving routine inquiries.
- Maintain adequate office supplies, and other supplies, as needed through the internal ordering protocols.
- Maintain the office and storage area and ensure the space is clean and organized.
- May prepare outgoing and collect and distribute incoming mail.
- May arrange for maintenance of office equipment.
- Schedule and keep track of appointments for Executive Director, providing the ED with reminders and supporting documentation as required.
- Coordinate and schedule events, staff training, meetings for team members.
QUALIFICATIONS AND EDUCATION REQUIREMENTS:
*NOTE: For some jobs, you may be required to provide validated educational documentation.
Education/Certifications:
- Completion of a formal post-secondary/college diploma program of one academic years.
- Certification in Office Administration is a strong assest
- Police Information Check (PIC) with Vulnerable Sector Search
Experience:
- Minimum of three (3) years of related work experience in an office setting.
- A combination of training and experience in administrative skills.
- Advanced level of computer skills with proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Publisher) and web-based software; experience with Office 365
- Experience in handling and coordinating office automation, purchases, computer network and inventory control.
- Experience working within a social services environment is considered an asset.
Required Skills/Knowledge:
- Respect and understanding of The Salvation Army – its mission, culture, and values.
- Attention to detail and problem-solving skills.
- Able to effectively communicate, verbally and in writing, with a wide variety of people.
- Ability to maintain confidentiality and a high level of integrity.
- Strong organization skills with the ability to multi-task and prioritize.
- Skilled at handling angry and upset people using skills to difficult situations.
- Able to adapt to a changing environment and handle multiple priorities.