Full Time Administrative Coordinator

6 months ago

Toronto, Canada The Salvation Army Full time

The Administrative Coordinator serves as a point of contact and link between employees, and departments. The incumbent will handle clerical, and administrative duties including a variety of accounting and human relations functions; analyzes and improves office processes and policies; and ensures that the office operates smoothly for New Hope Leslieville and New Hope Norfinch.

**KEY RESPONSIBILITIES**:
**Clerical/Administrative Duties**:

- Provide administrative support for New Hope Leslieville in accordance with established policies and procedures including Employment Standards; Collective Agreement; Hostel Standards; The Salvation Army Accreditation Standards and Payroll Procedures.
- Multi-task in an environment where numerous tasks and events are un-predictable and urgent in nature.
- Participate in the development, implementation, evaluation and revision of all policies, procedures, strategic and business plans, all mission, vision, and value statements.
- Record and compile minutes for various meetings involving leadership of Director such as Management Team, Labour & Management Committee and Staff Meetings.
- Update, prepare and coordinate publication of documents such as departmental handbooks, position tasks lists, and annual reports in conjunction with Toronto Housing and Homeless Supports (THHS) Human Relations.
- Draft, format and edit correspondence and other short documents of a complex nature and prepare presentations (including PowerPoint), brochures, fliers, and newsletters.
- Complete all necessary monthly statistical reporting to the City of Toronto Hostel Services to receive per diems for client served.
- Ensure that Salvation Army Monthly Information System (SAMIS) statistical reports are completed and submitted in a timely manner.
- Ensure regular back-up of computer server and all users of shelter computers are operating in accordance with The Salvation Army Computer Policy.
- Perform general office duties as it relates to inquiries; visitors; filing; photocopying; faxing; and incoming/outgoing mail.
- Coordinate and oversee the day-to-day management of necessary shelter forms, logbooks, office/computer supplies and other de departmental records and databases.

**Human Relations Duties**:

- Support and input employee information in the Human Relations Information System (UltiPro), preparing letters of employment, filing and administration of the employee benefit plans.
- Prepare, update, and submit job postings and request to fill documentation to Divisional Head Quarter (DHQ) Employee Relations to fill department vacancies as per the Collective Agreements and The Salvation Army policy and procedures.
- Schedule, Coordinate and Participate in the recruitment and selection process in various interviews.
- Conduct reference checks, draft offer letters and prepare onboarding documentation for new employees.
- Responsible for the security and updating of all personnel files ensuring the protection of extremely confidential and sensitive employee files.
- Accountable to maintain an electronic database for all employee records such as vacation and sick leave entitlements; training matrix; seniority rosters, contact lists and update any changes regarding payroll and personnel information into UltiPro.
- Review employee work hours noting any absenteeism and necessary information submitted by Supervisors.

**WORKING CONDITIONS**:

- This is a permanent full-time position based on 40 hours per week.
- Hours of work are Monday to Friday 8:00am to 4:00pm.
- Works in a shelter environment is typically in an office setting.
- Some off-site work may be permitted.

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:

- Completed two (2) years of Community College in Business Administration.
- Alternative combinations of education and experience may be considered.

**EXPERIENCE AND KNOWLEDGE**:

- Three years of prior related experience including, experience dealing with office equipment, handling accounts payable, monitoring budgets, and senior administrative experience.
- Experience in working in a unionized environment.
- Knowledge of relevant legislation, Occupational Health & Safety Act and Regulations.

**SKILLS AND CAPABILITIES**:

- Strong interpersonal and problem-solving skills.
- Strong written and verbal communication skills - clear and simple to understand.
- Able to provide coaching and mentoring to staff.
- Effective organizational and time management skills - self-motivated and disciplined self-starter.
- Motivated, self-directed; ability to work effectively independently and as part of a team.
- Intermediate computer skills (Outlook, Microsoft Office - Word, Excel, PowerPoint, Access) with a strong aptitude for technology and computer-based tools.
- Ability to maintain a high level of confidentiality in the workplace.
- This position description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of acti

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