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Administrative Coordinator

4 months ago

Brockville, Canada Girls Incorporated of Upper Canada Full time

**Girls Incorporated®of Upper Canada**

**Job Position Description**

**Position Title**:
Administrative Coordinator

**Supervisor**:
Executive Director

**Full or Part-time**:
Full-time (35 hours)

**Supervises**:
Helps coordinate Volunteers

**Purpose of Position**: To assist the Executive Director and Program Staff in the development and implementation of systems creation, process streamlining and automation, program and data management, strategic planning, marketing and communications, and fund development strategies.

Carries responsibility for organizational administrative duties; carries additional responsibilities as assigned.

**Regular or Temporary**: Regular

PRIMARY RESPONSIBILITIES

**Administration**
- Support administration of programs, including registration, outcomes, participant attendance, and feedback
- Strong project management skills, including developing timelines, tracking, and working successfully to complete key deliverables and meet deadlines; prepares funder reports
- Support data reporting across the affiliate, Girls Inc. national, and other stakeholders (e.g. Board, funders); create reports as requested for both internal and external stakeholders
- Prepare data for analysis**; **proactively seek to identify areas for improvement in data collection and use
- Collect accurate data required to satisfy daily operations and reporting needs
- Provide cross training for staff to ensure adequate coverage of ongoing operational needs
- Work with leadership to manage the translation and regular dissemination of data (knowledge management)
- Fulfills general administrative functions, including bank deposits, filing, and general office responsibilities
- Recruit, train, coordinate and steward volunteers

**Marketing & Communications**
- Stimulate interest and enthusiasm within the community for agency activities by maintaining consistent communication with all stakeholders (e.g. donors, parents, community partners)
- Collaborate and help execute a comprehensive communication and advocacy plan for stakeholders (participants, donors, community partners, and volunteers) including newsletters, social media, direct mail, etc. using a key date / event task calendar
- Execute comprehensive communication and advocacy plan
- Coordinate production and distribution of organizational and donor correspondence including acknowledgments and mass mailings; responds to donor correspondence and inquiries
- Source content for social media, newsletters, website
- Create and manage systems, automation, and templates for Administration, Marketing & Communications and Fund Development activities

**Fund Development & Stewardship**
- Assist in planning and executing high-impact events showcasing Girls Inc., programs, and participants
- Process all gifts and acknowledge donors with proper receipt and appropriate stewardship
- Ensures that donor records are accurate and up-to-date

**Additional responsibilities**:

- Live the mission of Girls Inc.; setting an example of Strong, Smart and Bold for all colleagues, volunteers, Board members and the community
- Advocate for gender equality and embracing diversity in all interactions
- Participate in staff meetings and works cooperatively with other staff to meet Girls Incorporated’s goals and objectives
- Assume additional tasks as required

QUALIFICATIONS
- Post-secondary diploma in the field of office administration, fundraising, or commensurate education and experience
- Advanced skill with MS Office Suite, especially Excel spreadsheets, Canva, website administration
- Comfortable with multiple databases, data imports, and reporting
- Familiarity with developing and maintaining relationships with diverse stakeholders
- Ability to keep clear systematic electronic records

**Core Competencies**
- Demonstrate effective interpersonal skills; the ability to establish and maintain effective working relationships, get along with diverse personalities, be tactful, mature, and flexible
- Exhibits professional verbal, written, and electronic communication, with the ability to adapt communication styles and messages to meet the needs of particular audiences
- Ability to manage multiple priorities and projects, flexible and adaptable in a dynamic environment
- Capable of working both independently and collaboratively to meet project requirements with mínimal supervision
- Make decisions driven by agency mission and strategic direction
- Highly entrepreneurial, resourceful and flexible, with an ability to take initiative on opportunities
- Committed to professional integrity and ethics as well as gender equity

**This is a full-time role commencing February 2024; $21-24/hour.**

**Job Types**: Full-time, Permanent

**Salary**: $21.00-$24.00 per hour

Expected hours: 35 per week

**Benefits**:

- Dental care
- Employee assistance program
- Paid time off
- Vision care

Schedule:

- Monday to Friday

**Education**:

- DCS / DEC (preferred)

**Experience**:

- Administrative: 1