Administrative Coordinator

5 months ago

Edmonton, Canada Black Canadian Women in Action (BCW) Full time

Administrative Coordinator

1. Provides general administrative support;
2. Performs records management functions;
3. Contributes to program and operational analysis; and

4. Provides general support to staff in the BCW’s programs

**Accountabilities**

Contributes to the promotion of BCW program
- Provides input to the management team during the preparation of strategic and operational plans
- Applies administrative expertise to support the maintenance of existing, and the development of new partnerships, to secure and increase funding
- Provides administrative input respecting the management and refinement of processes for the grant to support successful implementation of BCW’s mandate

Develops relationships
- Builds and maintains effective working relationships with members and other representatives essential to providing administrative services for BCW.

Provides administrative support services
- Investigates issues and makes recommendations to the ED respecting BCW’s administrative and operational policies and procedures;
- Provides administrative services for issues related to the acquisition, maintenance and upgrading of facilities, information technology, telecommunications, furniture, equipment, emergency preparedness supplies and equipment and office security;
- Monitors office supplies, forecasts future needs and makes purchases as needed;
- Assists in the evaluation of staff needs and the identification of solutions related to systems requirements, upgrades to hardware and software, and training;
- Liaises with systems service providers to resolve issues
- Provides advice and guidance on new and existing administrative policies/procedures
- Takes a leading role in the recruitment process through managing job postings, corresponding with applicants, maintaining applicant records, scheduling interviews, and other tasks as requested by the hiring committee;
- Assists in onboarding new employees by providing orientation to administrative processes, training on health & safety protocols, and conducts follow ups on the individual experiences of the hiring and onboarding processes;
- Assumes responsibility for all health and safety plans, policies, documents and protocols, including making recommendations to management regarding changes or improvements;
- Assists with business continuity and disaster recovery planning; and
- Maintains office forms and templates and provides advice on their use

Provides Accounting Support
- Performs routine accounts payable functions such as credit card reconciliations, cheque preparation and accounts payable processing
- Assist with issuing credit card or cheque payments as needed, compile data, compute fees and charges, and prepare invoices for billing purposes.
- Monitor invoices for discrepancies, refunds, returns and miscellaneous charges.
- Maintain an organized filling system and assist with assembling financial records for funder’s reporting
- Keep financial records and establish, maintain and balance various accounts using manual and organized bookkeeping methods
- Create and pay invoices, review and reconcile account payables, account receivables, and vendor statements
- Ensure accuracy with outreach forms, prepare and assist with HR duties such as payroll information and coordinate with BCW accountant to ensure the accuracy of employee timesheet
- Reconcile and manage payment transactions of multiple bank accounts, credit cards, and cash transactions
- Display a high level of integrity and discretion when managing confidential information and investigate variances in various revenue and expense accounts
- Support and adhere to financial policies and procedures of the funders and to maintain appropriate stewardship of BCW resources
- Strong understanding of accounting terminology and procedures with the ability to effectively communicate

Provides records management services
- Establishes and maintains the BCW’s electronic and paper records management system;
- Tracks and maintains organization record keeping BCW to ensure formal _Society _
- Act _reporting and administration matters are up-to-date;
- Maintains up to date record of Board of Directors history, terms of appointment and retirement dates as well as any of their administrative details; and
- Coordinates information flow on issues and responses including following up to locate and assemble background materials.

Contributes to program and operational analysis
- As assigned, assists program and staff with projects involving research, analysis and problem solving;
- Conducts reviews, analyses, and summarization of documents for BCW
- Provides support for the annual renewal of all general business insurance requirements, including detailed review and analysis of any policy and premium changes;
- Suggests and implements changes to the meeting planning process to provide further organization and efficiencies with the meeting and committee planning process;
- Prepares documentation, corresponde

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