Administrative Coordinator

POSITION SUMMARY
Reporting to the Executive Director, the Administrative Coordinator provides executive support to the Main Street Project Board of Directors, the Executive Director, Director Team and the Human Resources Department. The Administrative Coordinator implements and oversees administrative systems and procedures, daily administrative operations and coordinates and monitors administrative projects.

DUTIES AND RESPONSIBILITIES
Program Support
• Ensures work and flow of information is performed accurately, efficiently and expeditiously, and in ways that optimally support the Director Team’s efforts to achieve organizational objectives most effectively
• Resolves administrative problems by analyzing information, identifying and communicating solutions
• Organizes, prioritizes and delegates the secretarial/administrative requests and activities for the agency
• Independently oversees daily administrative operations including working closely with and providing direction to other administrative support staff in a professional and collaborative manner
• Administrative Support
• Maintain Director Team member’s calendars, including task reminders, of commitments and ensures that all pertinent material/ information is available and organized
• Organizes and prioritizes independently, the secretarial/administrative activities for the Executive Director and ensures that all work is completed within established timeframes
• Prepares notices of assigned meetings, agendas, minutes and relevant background information and distributes in a timely manner (including but not limited to meetings with the Board of Directors, Board Standing Committees)
• Attends meetings (flexible hours required) to record minutes and follow-up on action items results from the meetings
• Assists in the preparation of proposals, reports and additional documentation as required
• Assists in development, formatting, proofreading and editing a variety of material including but not limited to: correspondence, minutes, agendas, manuscripts, policies, and preparation of presentations
• Designs, creates and implements professional and standardized templates, spreadsheets, forms, and letters
• Regular communication with the Executive Director including regular check-in meetings
• Ensuring proper authorization has been obtained by relevant directors as part of all department operations
Board of Directors Support
• Coordinate and schedule monthly board meetings, committee meetings, and all meetings required and requested by the board of directors
• Work with Executive Director and board members to draft all agenda’s circulate minutes, and ensure board members have all information required to participate fully in meetings
• Prepare and circulate monthly board package in consultation with executive director
• Maintain board of directors share points and all filing

• Prepare all materials, letter, and other documents required for or by the board to perform their duties
• Coordinator board members schedules for meetings, trainings and other board functions
Human Resources Support
• Coordinates the development and utilization of administrative resources (e.g. network shared drive), reporting systems and policies and procedures
• Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately
• Participates in the development, implementation and maintenance of appropriate policies and procedures and guidelines
• Maintains accurate and up-to-date human resource files, records, and documentation
• Screening telephone calls, scheduling interviews and conducting research to locate potential job candidates
• Data entry into HR databases
• Conducts new employee sign up’s assists with program onboarding and agency orientation
• Screens job applicants for all Support Worker

Other Duties as Assigned

SKILLS & SPECIFICATIONS:
• Consistently demonstrates professional and prolific traditional and electronic communication (including letter writing, minute taking, telephone and in-person communication, fax and email correspondence)
• Demonstrated ability in electronic database record keeping and document management, including electronic network files management, including demonstrated professional ability working with stakeholders of these documents
• Proven ability in taking working notes and then creating, implementing and maintaining professional looking templates and procedure documents, including creating standard forms
• Experience in scheduling and coordinating meetings; recording and preparing minutes and agendas
• Experience in providing human resource administrative support, from recruitment through employee exits/terminations, including administrative support for performance related matters
• Skilled communicator with excellent oral and written communication skills and the ability to professionally communicate with diverse individuals
• Proven ability to manage numerous tasks and projects simultaneously including the ability to coordinate, delegate, and monitor the completion of administrative work
• Motivated, self-starting, detail oriented and exceptional organization and time management skills
• A hands-on, forward-thinking planner and problem solver, capable of anticipating and dealing with challenges proactively
• A team player that willingly and enthusiastically provides support and mentorship as required
• Ability to handle highly confidential material and matters professionally
• Ability to work varying hours to accommodate board meetings, special events, etc.

EDUCATION & QUALIFICATIONS:
• Degree or diploma in Business or Office Administration.
• Equivalent combination of education and experience will be considered
• Five years’ experience in an administrative position, specific to health care or human services will be considered an asset
• Ability to apply Harm Reduction and Housing First philosophies in their day-to-day work and interactions
• Knowledge of the effects of poverty and the detriments of health is essential
• Knowledge of Indigenous Culture
• Satisfactory Criminal Record with clear Vulnerable Sector Search, and a clear Adult Abuse Registry Check required
• Valid Driver’s License required

APPLICATION PROCESS
When emailing your application, be sure to indicate the correct position information in the Subject Line.

Submit to: mmartinezdiaz@mainstreetproject.ca
Subject Line: Administrative Coordinator
Required Documentation: Resume, Cover Letter, Education Credentials and/or Certifications
Closing Date: July 23, 2021

Thank you to all those who apply but only candidates selected for an interview will be contacted

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