Administrative Coordinator

3 weeks ago

Stittsville, Canada Habitat for Humanity Greater Ottawa Full time

With the help of local Habitat families, donors, community partners and volunteers, Habitat for Humanity Greater Ottawa (Habitat Greater Ottawa) builds affordable homes that provide a solid foundation for local families. We partner with working families in need of a safe, secure, and affordable place to live and enable their family’s ability to thrive. We are a land developer, a home builder, a fundraiser, and a mortgage holder. In this role, you will be joining a skilled and committed team dedicated to our mission.

**Position Title**:Administrative Coordinator

**Position Summary**: The Administrative Coordinator ensures the smooth operation of the Habitat Greater Ottawa office. The position provides administrative support to the CEO and Director of Operations and Communications, as well as to support the ReStore, Fund Development and Build teams as required.

**Reports To**:Chief Executive Officer

**Hours**:Full-time, 37.5hrs/week

**Salary**: $48,000 to $58,000 based on experience

**Location**: in-person (3 Iber Rd, Stittsville ON, K2S 1E6)

**Anticipated Start Date**: July 17, 2023

**POSITION OVERVIEW**

**RESPONSIBILITIES**

**Administrative Coordination**
- Provides administrative support to CEO and Director of Operations and Communications, as well as Directors of the organization as required (eg. correspondence, research, reporting etc.)
- Coordinates the CEO and other staff member’s schedules, appointments, reservations and travel arrangements as required
- Acts as the first point of contact for the public in person at the office and by phone
- Supports positive relationships with external stakeholders, partners and clients
- Maintains operational files and archives
- Supports the bi-annual review and updating of organizational policies and procedures
- Performs research tasks and compiles databases
- Coordinates logistics for a variety of meetings
- Coordinates quarterly Affiliate survey upon request from Habitat Canada
- Assists with the coordination of non-revenue generating events (ie. Open Houses, Key Ceremonies, Volunteer Appreciation events) as required

**Board Support**
- Attends regular Board of Directors and committee meetings to provide administrative support and complete meeting minutes
- Provides support to the committees and the Board; prepares and distributes all supporting documents, prepares calendar of events, organizes meetings and functions
- Participates in the preparation of strategic planning documents and operating plans
- Maintains and updates all Board and committee lists electronically

**HR Support**
- Provides HR support to the office, build and ReStores under the direction of the CEO and Directors of the organization as requested
- Maintains a human resources information system (HRIS) to support the tracking and reporting on employee data
- Ensures HR Manual is kept up to date
- Manages staff onboarding and employee orientations
- Supports CEO and Director of Operations and Communications with implementing the annual Employee Engagement Survey

**Health and Safety Management**
- Chairs the Joint Health and Safety Committee (JHSC) and takes minutes at quarterly meetings
- Applies Health & Safety (H&S) principles and develop H&S plan for Habitat Greater Ottawa’s administrative office, build site and ReStores
- Responsible for maintaining all organizational H&S policies and procedures
- Addresses any H&S needs and coordinate H&S audits at least once per year
- Coordinates the development and implementation of site-specific Emergency Response Plans
- Prepares H&S reports to management upon request
- Completes quarterly H&S survey upon request from Habitat Canada; ensure that all incident and near miss reports have been saved for future reference
- Assists Site Supervisor and Director of ReStores with H&S requirements as needed

**Office Management**
- Logs donations and issues tax receipts via the donor database (Raiser’s Edge NXT)
- Receives and processes incoming and outgoing mail
- Monitors inventory of office supplies and orders accordingly
- Ensures organization of the overall office, including the storage room and filing as needed
- Oversees servicing and operation of office equipment
- Manages office IT and telecommunications and proactively looks for alternatives to create efficiencies

**Communications**
- Maintains organizational information on Habitat Hub (Habitat Canada intranet site) as required

**Other duties as required.**

**RELEVANT** **QUALIFICATIONS, SKILLS, AND EXPERIENCE**:

- Post-secondary education or a combination of education and work experience;
- Experience in providing office management;
- Exceptional organizational skills that reflect the ability to perform and prioritize multiple tasks with excellent attention to detail;
- Demonstrated proactive approaches to problem-solving, with strong decision-making capability;
- Ability to maintain a high level of integrity and discretion in handling confidential information;
- Ability to t

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