Administrative Coordinator

2 weeks ago

Brampton, Canada Indus Community Services Full time

**JOB POSTING**

**Job Position**:Administrative Coordinator **Department**:Health Services **Status**:Part-Time - 17.50 hours per week **Location**:Brampton **Compensation**:$22.40 per hour

Indus Community Services is an accredited, not-for-profit community benefit organization that has served local communities for over three decades. We are a registered charity, supported by our donors and by all three levels of government. Through our professional staff, we are a leader in the provision of culturally responsive services to newcomers, families, women & seniors.

**Vision**: To be leaders in building strong and inclusive communities.

**Mission**: We are a community benefit organization focused on building resilient and healthy communities by offering person-centered, anti-oppressive programs and services.

**Position Summary**:
Under the general guidance of the Manager - Health Services, the incumbent will oversee the general office coordination and provide administrative support and a high degree of customer service to enhance and maximize the productivity and effectiveness of the program

**Responsibilities and Duties**: _(but not limited to)_
- Receive and direct all incoming phone calls to appropriate staff, and welcome clients, guests and visitors to the site.
- Maintain a high level of customer service for all clients accessing services at the site, in person or over the phone.
- Refer clients to appropriate programs and services, as needed.
- Assist the manager in the training and orientation of new staff & volunteers.
- Ensure that the site is well maintained and necessary resources are available.
- Provide a full range of administrative support functions, including processing incoming/outgoing mail, faxing/scanning/ photocopying and filing.
- Assist with planning field trips, scheduling program events, meetings, preparing agendas, coordinating hospitality and documentation for meetings.
- Perform effective, timely, professional and confidential administrative support for the manager.
- Ensure all office equipment is in working order; setup and troubleshoot, if required.
- Perform regular data backups on all computers and maintain the site maglock protocols.
- Order and maintain inventory control of resource materials and other necessary documents and/or supplies.
- Ensure the availability of space and equipment for program/organizational activities.
- Compile and log petty cash and expense claims for reimbursement.
- Maintain accurate and efficient administrative files, records and other pertinent documentation.
- Effectively liaise with program staff, clients and caregivers to ensure smooth delivery of services.

**Services for Seniors**
- Order daily meals and provide regular feedback to caterer.
- Process all the appropriate paperwork (letters, documents, attendance records) for clients within set timelines.
- Prepare invoices, collect payments and issue receipts.
- Assist the manager to oversee and ensure the smooth operation of the program, especially during staff absences.
- Compile, manage and maintain accurate records for client attendance, transportation and billing.
- Statistical data collection and summarization, day-to-day record keeping.

**Other**:

- Participate on the Joint Health & Safety Committee (if assigned).
- Act as the designated administrator for the CCAC Information and Referral (IAR) database; upload InterRAI, generate assessors report and other administrative tasks (if assigned).
- Maintain effective working relationships with staff, clients, families & volunteers.
- Abide to the internal policies and procedures of the organization and to the privacy and confidentiality of the client’s information.

**JOB POSTING**
- Continually review and recommend ways to streamline administrative process, practice and structure in order to ensure fiscal savings and improve efficiencies for the department and the organization.
- Purchase all program supplies and maintain on-site inventory database.
- Participate in the agency’s bingo events (if assigned).
- Participate in staff and team meetings, and professional development opportunities as required.
- Adopt safe work practices, reporting unsafe conditions immediately.
- Perform other duties as required.

**Qualifications and Skills**:

- Post-secondary education in Office/Business Administration with a minimum of 3 years of office experience, with progressive responsibilities.
- Strong understanding of office procedures with two years administrative experience preferably in a non-profit environment.
- A self-starter with superior interpersonal, organizational, administrative and time management skills.
- Commitment to a professional work ethic, working cooperatively and collaboratively with internal and external stakeholders while demonstrating a strong customer service orientation.
- Ability to work in a fast-paced environment and handle a number of issues simultaneously.
- Must demonstrate diplomacy, tact and good judgment s

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