Executive Officer: Project and Planning
3 months ago
POSITION TYPE: Administration
REPORTS TO: Executive Director
Primary Objective:The Westman Youth for Christ (WYFC) Executive Manager will manage the day-to-day activities of YFC, ensuring operational and financial aspects of the organization are kept to a high level of excellence as well as constantly looking for ways to improve systems and procedures while ensuring responsible stewardship of the resources entrusted to WYFC. Proactively ensure we are utilizing proper risk management to ensure a high level of function.
Reporting:The Executive Manager reports to the WYFC Executive Director. All Administration, Human Resource and Facility Staff reports to the Executive Manager.
KEY MANAGEMENT RESPONSIBILITIES (78%)
OFFICE MANAGEMENT- Ensure the office is kept to a high standard of excellence and work with other staff to ensure the needs of their different ministries and WYFC are met with regards to use of facility space, standards of cleanliness, equipment use, etc.
- Oversee purchasing of office supplies and manage and negotiate office contracts for equipment and utility services.
- Properly manage all aspects of room scheduling and facility rentals.
- Perform front desk duties when the receptionist is unavailable.
- Ensure the YFC policy manual is properly followed and enforced with the staff.
- Maintain up-to-date and accurate insurance and health spending account information.
- Communicate with National Office regarding RRSP/TFSA information.
- Maintain current information and documentation on HR software.
- Manage relationship with third-party IT consultant and ensure all needs are properly fulfilled.
- Ensure proper backup of WYFC Server data.
- Ensure all staff have the proper computer equipment needed to complete their work.
- Ensure all software/cloud-based programs used by the admin team are kept up-to-date.
- Ensure all aspects of the WYFC facilities are maintained to a high standard in a timely manner.
- Perform regular walk-through spot checks of facilities.
- Advise Executive Director on any upcoming or current facility concerns.
- Maintain and ensure proper use and control of keys to all facilities and vehicles.
- Ensure all facility keys, codes, and FOBs are assigned to appropriate staff and documented properly.
- Ensure proper maintenance, cleaning, and safety inspections are done for the WYFC fleet of vehicles.
- Ensure the fleet of YFC vehicles are properly insured.
- Work with Financial Lead and the Executive Director to implement new financial procedures.
- Collaborate with the Executive Director on organizational fundraising.
- This position is required to operate at an organizational leadership level and network with a wide range of staff.
- Work to foster the WYFC Staff community.
- Gathering financial and prayer support from the community.
- Be a faithful and contributing member of a local church.
- Participate in training and development courses as approved by supervisor.
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