Administrative Coordinator

1 week ago

Calgary, Alberta, Canada Highbanks Society Full time

Administrative Coordinator

  • Do you believe in the strength, resiliency, and contributions of young Motherled families?_
  • Would you like your work to make a difference in changing people's lives? Can you help us ramp_
- up our efforts to interrupt the cycle of poverty, homeless and violence in the lives of so many_
- young Mothers in Calgary and beyond? Do you dream big and work hard? You might be the key_
- piece of our team that we require at Highbanks Society_

Title:
Administrative Coordinator

Reports to:
Executive Director

Status:37.5hrs/week permanent employee (7.5 hours per day) some evenings & weekends as required.

Key Responsibilities:

Administrative Support

  • Act as central point of contact for all inquiries both internal & external daily. In person, online, and by telephone.
  • As the Assistant to the

Executive Director:

Support meeting preparation including:

  • preparing documents
  • Catering and reception
  • Develop an efficient filing system and maintain records.
  • Prepare and distribute external correspondence.
  • Prepare internal communications to clients as needed.
  • Maintain office supply inventory.
  • Support Executive Director in coordinating 'In-Kind' donations.
  • Maintain office manual and emergency response plan.
  • Coordinate the input and management of donor database.
  • Issue and track tax receipts as required.
  • Manage and oversee compliance calendar.
  • Responsible for the inventory of client grocery cards and distribution tracking expenditures and needs.
  • Oversee the distribution of client codes and access to building, keys for leased units with offsite housing partners, client laptop assignments, and other duties as required by leadership.
  • Fundraising duties and event planning as required.
Assists the Executive Director in the following areas concerning goods and services procurement, distribution, and receipt:

  • Prepare purchase requisitions and disbursement vouchers for supplies, equipment, and services, ensures the accurate maintenance of files of requisitions and purchase orders.
  • The receipt, verification and distribution of incoming supplies and equipment and verification of suppliers' invoices for payment upload to financial systems.
  • Maintenance of an inventory of equipment and makes recommendations for repair/ replacement, as required.
  • Preparing invoices for services related to projects and memoranda of understanding with community partners.
  • Prepare and deliver Donor recognition letters.
  • Maintain and manage all records & digitize historic records.
  • Other duties as requested by Highbanks leadership.

Building Management

  • Act as landlord representative for clients, prepare lease contracts and conduct move in/out requirements.
  • Ensure timely client/resident and commercial rent payments and deposits.
  • Facilitate general maintenance of the Bowview Building.
  • Oversee cleanliness of Bowview Building, interior & exterior, including maintaining office area, laundry, dishwasher.
  • Act as liaison with commercial and residential tenants.
  • Act as liaison with repair persons or contractors.

Core Competencies

  • Post-Secondary diploma in fields such as Business Administration or Business Management is an asset.
  • Strong interpersonal communications skills and ability to communicate effectively with a diverse population.
  • Ability to multitask and remain on focus despite interruptions.
  • Knowledge of Microsoft Suite of products, office administration, database management, bookkeeping knowledge and building management an asset.
  • Excellent problemsolving skills; able to think quickly and adeptly to address problems efficiently.
  • Demonstrates a commitment to excellent customer service.
  • Applies organizational value in all aspects of stakeholder interaction.
  • Ensures care and responsiveness to the needs of those the organization serves.

To Apply

Cultural Imperatives at Highbanks Society

  • Rule of Presence
  • Working in Service of Families
  • Whatever it Takes (Comfortable with ambiguity, and shifting priorities)
  • Teaching Through Relationships
  • Agency and Accountability, Rights and Obligations
  • Intentional Joy
  • Opportunities for Reciprocity
  • Dignity of Risk
  • Goodness of Fit
  • Story Imperative
  • Advocacy for Social Justice

Salary:
$20.00-$22.00 per hour

Expected hours: 37.5 per week

Benefits:

  • Dental care
  • Extended health care
  • Paid time off

Flexible Language Requirement:

  • French not required

Schedule:

  • Monday to Friday
  • Weekends as needed

Work Location:
In person

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