Administrative Manager

3 weeks ago

New Westminster, Canada Seniors Services Society of BC Full time

**JOB DESCRIPTION**

**Title: Administrative Manager**
**Hours of Work: 8:30 - 4:30 Monday to Friday**
**Period: Full Time**

**Society Profile**:
Seniors Services Society is a community based non-profit charity located in New Westminster,
B.C. We support older adults who are homeless or at risk of homelessness with housing navigation and supports to help them live independently. In addition, we provide knowledge mobilization and supports to individuals and agencies supporting seniors provincially.

**Key Responsibilities**:
**HR**
- To provide excellent **employee relations **by building strong relationships to effectively resolve issues, address concerns, and promote and maintain the positive culture of the organization.
- To serve as an **HR Advisor/Strategic Business partner** to the CEO and members of the

Management team
- To support employees through all steps of the employment life cycle.
- To develop and implement HR policies and programs that maximize and enhance employee experience, engagement and retention.
- To facilitate administrative processing/data entry of HR-related employee information such as onboarding documents, timesheets (and OT hours), vacation and personal care leave entitlements, birthdays, and change of address, with the utmost confidentiality;
- To maintain filing and distribution systems for a variety of records and files including confidential information, personnel files, payroll files, financial information and other sensitive documents relating to the management of the department, as directed;
- To participate in the development and maintenance of administrative and operational policies and help ensure all staff are aware of and adhere to such policies and procedures;
- To assist in the development of process maps, workflow charts, and training manuals, as directed;
- To facilitate cross-training with other staff to ensure knowledge-sharing and continuous job agility;
**Administration/Office Management**
- To serve as the Administration and Office Manager for the organization and oversee logistic and operational requirements.
- Provide high-level administrative support that respects confidentiality and ensures that administrative matters of the organization are addressed and organized in a professional and timely manner.
- Prepare and maintain professional documents including, but not limited to: presentations, spreadsheets, flow-charts, correspondence, lists, forms, meeting agendas and packages,

meeting minutes, detailed reports, handbooks/training manuals and constating documents; and
- In collaboration with the Program Manager, assist with the development, implementation and launch of the organization’s Client Relationship Management (CRM) System and process-mapping initiatives.
- To respond to incoming requests for document production, project support, editing/proofreading, meeting planning, research, data tracking and analysis;
- To assist with the design, development, implementation and testing of the new CRM system;
- To provide cross-departmental, administrative support, event planning, and other duties or projects as assigned by the CEO
- Oversee office management including: physical office space, equipment and supplies, IT management, security, staff communications, vendor relations, and event coordination to optimize business operations and smooth workflow

**Board Support**
- To coordinate effective Board meetings, in support of the CEO, by ensuring well-defined agendas are presented and distributed in a timely manner, and invited parties are identified and provided with advance notice of the meeting date;
- To compile and assemble background information and supporting materials, and ensure distributing of meeting packages to assist in decision-making and meeting facilitation;
- To record and transcribe minutes at Board and committee meetings, finalize and circulate minutes, as directed;
The preceding job description is not exhaustive and may change from time to time depending on the needs of the organization.

**Qualifications**:

- Strong organizational and communication skills
- Ability to work efficiently independently and collaborative with a team
- Experience with databases eg. Donor Perfect, CRM’s
- Strong Microsoft Office skills
- Minimum 5 years of progressive human resources leadership experience with demonstrated people management and consulting skills;
- Previous experience with policies and compliance, performance management, coaching/training and development, recruitment and staffing, compensation and employee relations;
- Solid listening, communication and empathy skills with a strong personal integrity and commitment to

Diversity and Inclusion;
- Systematic, calm, focused demeanor with the ability to juggle multiple competing priorities and duties;
- Open and approachable with the ability to comprehend and relate to people at all levels of an organization, while providing effective coaching, advisement, support and guidance, when appropria

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