Administrative Coordinator

1 month ago

Vancouver, Canada Kílala Lelum Full time

We are seeking an organized, passionate, trauma-informed individual to join our team as an Administrative Coordinator. This position is vital in ensuring the smooth functioning of our dynamic, multidisciplinary health collective as we strive to provide culturally safe care to folks accessing services at Kilala Lelum. The ability to work collaboratively, multi-task, and be proactive and adaptable is a must as part of our busy Administrative team. You will have excellent administrative and interpersonal skills, a basic understanding of bookkeeping and payroll, and the desire to work toward decolonizing healthcare and promoting health and wellness equity in the Downtown Eastside (DTES).

**Job Summary**:
The **_Administrative Coordinator (0.8 FTE)_**, supported by Kilala Lelum’s HR & Admin Lead and Executive Director, will assist the Admin team with daily tasks, small projects, and longer-term initiatives. The Admin Coordinator will receive training in bi-weekly payroll and work closely with the Controller (accountant) to complete financial tasks including bill payments, expense reimbursements, and credit card reconciliations.

We are seeking an individual with an interest in helping to ground our organization and practices within an Indigenous framework, as well as principles of anti-racism, decolonization, diversity, and inclusion. The Admin Coordinator will work closely with the rest of the Admin team, which includes the HR & Admin Lead, HR Coordinator, Controller, and Executive Director.

**Responsibilities**:

- Contribute to day-to-day operations and support the Admin team with daily, weekly, and monthly tasks, including but not limited to:

- Finance-related tasks including assisting with bi-weekly payroll (using ADP), entry-level bookkeeping, bill payments, staff expense reimbursements, and credit card reconciliations (using Tallie).
- Admin-related tasks including scheduling meetings, taking minutes, creating a parking schedule, and supporting staff education sessions.
- Assist with overseeing existing and new technology (keys, fobs, staff phones, laptops, virtual meeting platforms, etc.); help manage various organization accounts (Modo, Evo).

**Qualifications & Skills**:

- Experience/education in bookkeeping, payroll, or other financial/technical training considered hugely beneficial.
- Experience in community settings that serve Indigenous community members or communities with multiple barriers to health and wellness equity **and/or** a willingness to support staff working in these contexts.
- Experience with payroll softwares (specifically ADP) and basic bookkeeping software (especially Quickbooks and Tallie) considered assets.
- Exceptional time, task, and resource management skills.
- Experience working within a complex environment and prioritizing competing tasks.
- Demonstrated commitment to prompt, professional, and effective communication.
- Familiarity with budget planning and enforcement, basic HR, and customer service procedures an asset.
- Familiarity with strategies for non-violent crisis intervention and de-escalation.
- Flexible, team-oriented, and committed to respectful, collaborative problem-solving with team members.
- Demonstrated commitment to cultural safety, harm reduction, and trauma-informed care.
- Experience and knowledge of Indigenous peoples and Indigenous culture would be extremely beneficial. Completion of a cultural competency course or willingness to participate required.

**Working Conditions**:

- Working schedule is 8 hours/day, 4 days/week, with semi-flexible schedule during operating hours (which are 8-5pm, Monday-Friday).
- Work will be completed primarily at 687 Powell Street with potential for limited offsite work.

**Supervision Provided**:
This position is supervised by KL’s Executive Director and works closely with the HR & Admin Lead and the rest of the Administrative team.

**Additional Information**:

- Hourly salary is $33.58 with annual increases for years of service and inflation.
- Extended health & dental benefits available.
- Ideal start date is November 2024.

**To Apply**:

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