Administrative Nursing Supervisor Full Time
4 weeks ago
Hours of Work: 40 Hours/Week (Remote/ In person – There is an expectation for the Administrative Coordinator to assist in person for BOD and other meetings, events and tasks)
Blue Door is a not-for-profit registered charitable agency governed by a volunteer Board of Directors. We have been an integral part of our community providing essential emergency shelter services since 1982. Blue Door’s mission is to support people who are at risk of or experiencing homelessness to attain and retain affordable housing.
Reporting to the Director, Quality, Compliance and Evaluation, the Administrative Coordinator will play a pivotal role in supporting the organization’s Board and committee processes. Working closely with the COO, and Director of Quality, Compliance and Evaluation, the incumbent will develop and distribute comprehensive Board materials and facilitate the onboarding of new Board members. The Administrative Coordinator must possess a strong level of diplomacy, motivation, and problem-solving abilities. must excel at managing multiple tasks, demonstrate exceptional planning and organizational capabilities, proficient writing skills, and be comfortable working both autonomously and collaboratively within a team.
The Administrative Coordinator will provide general administrative assistance to the organization. This includes coordinating meetings and acting as a backup for the Office Manager. Your research and data analysis will aid in informed decision-making, and you will play a part in the successful execution of the Annual General Meeting.
Your ability to adapt, prioritize, and handle diverse administrative responsibilities will be essential in ensuring the smooth functioning of Blue Door’s operations and the overall success of Blue Door. Collaborate with CEO, COO, Director of Quality, Compliance and Evaluation to develop comprehensive Board materials, including monthly reports, strategic updates, and relevant communications.
Attend monthly evening board meetings virtually and in-person.
Provide administrative support for Board and Champions Circle orientation processes, working closely with COO to ensure a smooth onboarding experience for new members.
Provide administrative support to Board committees and Blue Door committees, as required, such as the Finance, Risk, and Audit Committee, New Initiative Committee, Governance, and Champions Circle.
Annual General Meeting (AGM) Planning:
Take an active role in the planning and execution of the organization’s Annual General Meeting, working with stakeholders to ensure a successful and engaging event.
Administrative Support:
Provide any additional administrative assistance required by the CEO/COO for Board orientation, meetings, and committees, responding to ad hoc requests and ensuring seamless operations.
Quality, Compliance and Evaluation
Support the Director, Quality, Compliance and Evaluation in identifying, monitoring, and rectifying risks as they arise.
Engage in continuous program and project evaluation tasks, which include disseminating surveys and other data collection tools, as well as managing and monitoring crucial reporting deadlines for the relevant team members.
Assist the Director of Quality, Compliance, and Evaluation in ensuring that the organization accomplishes its strategic objectives by putting the strategic plan and annual business plan goals into action.
Strategically anticipate and plan for both upcoming administrative, operational and strategic objectives.
Act as a key liaison between senior leadership and internal/external stakeholders, managing communication channels, and ensuring that important messages are conveyed promptly and accurately. Respond to inquiries on behalf of senior leadership when appropriate and ensure timely follow-ups.
Facilitate travel arrangements as requested by the COO for senior management, including flights, accommodations, ground transportation, and other logistical needs. Organize and maintain digital and physical files, databases, and records for easy accessibility.
Collaborate with senior leadership on special projects, conducting research, gathering data, and preparing reports or presentations. Assist in tracking project progress and deliverables, ensuring deadlines are met.
Foster positive relationships within the Blue Door team with senior management, team members, and external partners on behalf of the COO/ CEO. Act as a reliable backup for the Office Manager in her absence, assuming her responsibilities and ensuring continuity in office operations.
Monitor, distribute, and respond to the agency’s information emails in a timely and efficient manner, ensuring important messages are promptly communicated to relevant parties.
Adherence to the mission, vision, policies and procedures of the agency.
Attend internal staff meetings and staff training as required.
Utilizes effective conflict resolution skills in accordance with (Crisis Prevention Intervention (CPI) training.
Fosters positive and appropriate relationships with clients, colleagues, community partners and volunteers.
Meets with manager on a regular basis and participates in completion of annual performance evaluation.
All employees shall learn and understand health and safety policies and procedures and will comply with them.
Bachelor’s degree or equivalent in Business or a related field.
A minimum of 3 years of relevant experience in a related field.
Experience in reporting to a board of directors or providing administrative support to senior leadership teams.
Advanced proficiency in Microsoft Office applications, including SharePoint, PowerPoint, Word, Outlook, and Excel.
Experience with SalesForce and other project management tools such as Monday.com would be considered a valuable asset.
Strong design, research, and report writing skills, demonstrating the ability to present information in a clear and compelling manner.
Proven track record of delivering superior customer service and building positive relationships with stakeholders.
Understanding of issues related to homelessness or a strong willingness to learn about the subject matter.
Blue Door is committed to the development of a staff and leadership team that reflects the incredible diversity of the communities we serve. We both welcome and encourage applications from members of groups with historical and/or current barriers to access and equity, including Indigenous, Black and racialized people, members of 2SLGBTQIA+ communities, people with disabilities, and people with lived experience of homelessness. I n accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and Blue Doors AODA Policy, accommodation will be provided in all parts of the hiring process.
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