Administrative Coordinator

4 days ago

Victoria, Canada Shelbourne Community Kitchen Full time

**Make a Difference: Join Our Team as an Administrative Coordinator**

**About Us**: At Shelbourne Community Kitchen, we believe in the transformative power of good food. Our mission is simple yet profound: to create opportunities for individuals experiencing food insecurity to cook, grow, share, and connect, ultimately improving their health and well-being. Through our unique neighbourhood food center model, we serve over 1,500 adults and 500 children living in food-insecure households in the Capital Region District. Join us in making a difference in our community

**Position Overview**:Are you driven by organization and community impact? Join our team as an Administrative Coordinator, where you'll be instrumental in ensuring smooth operations and fostering community connections. In this newly established role, you’ll be at the heart of our operations, managing schedules, coordinating events, and providing essential support to our team. If you're detail-oriented and passionate about making a difference, we want to hear from you.

**Position Overview**: The Administrative Coordinator, a newly established role within our organization, is crucial to maintaining efficiency. This position will be central to coordinating administrative tasks, providing clerical support, and contributing to various projects. Responsibilities encompass managing schedules, assisting with event planning, maintaining records, and ensuring seamless operations. The Administrative Coordinator will play a pivotal role in facilitating communication, organizing meetings, and supporting staff members. By effectively managing administrative duties, this newly created position ensures the smooth functioning of our organization, allowing us to concentrate on our mission and impact.

**Primary Responsibilities**:
**Communication and Member Support Management**:
**Events and Meetings Coordination**:

- Assist with event planning and organizing, ensuring smooth execution.
- Schedule meetings, appointments, and events, sending out reminders and creating meeting and video links as needed.
- Prepare meeting minutes and distribute them to relevant stakeholders.

**Office Operations and Support**:

- Coordinate office activities and operations to ensure efficiency and compliance with organizational policies.
- Manage office supplies inventory, placing orders as necessary and scheduling vendors for building maintenance.
- Maintain organized filing systems, both physical and digital, for administrative and program-related documents.
- Provide administrative support for issuing charitable donation tax receipts and donor correspondence.

**Social Media and Marketing Support**:

- Assist with posting social media content to support the organization's initiatives as needed, and aid in the creation of promotional materials, mailings, and website content.

**Data Management and Record Keeping**:

- Follow up with members for data collection and maintain accurate records, utilizing the CRM database for efficient management of member interactions.
- Manage digital filing systems, assist with data entry, and ensure accurate record-keeping and database management, including supporting the creation and maintenance of reports and spreadsheets as necessary.
- Oversee the management of volunteer records, ensuring that volunteers possess the appropriate training and certifications for their designated roles, maintaining updated forms, and conducting and updating criminal record checks as required.

**Program Registrations Management**:

- Manage program registrations, ensuring accurate data entry, and maintaining up-to-date records of program participation.

**Collaboration and Support**:

- Liaise with the Director of Operations, the Program Coordinator and Board Members, to support day-to-day activities and projects, and provide support and/or oversight for tasks performed by summer students, volunteers, or temporary staff.

**Miscellaneous Tasks**:

- Perform clerical tasks such as mailing, scanning, and photocopying.
- Prepare agendas, transcribe minutes, and ensure forms/documents are securely stored.
- Take necessary actions on urgent matters and perform other related duties as necessary to support the organization.
- This is a newly created position, where the role's tasks and responsibilities will be developed and refined collaboratively. The person in this role will be instrumental in documenting procedures and tasks as they evolve.

**Skills and Competencies**
- Effective and efficient professional verbal and written communication skills in English.
- Excellent organizational and time management skills, with the ability to prioritize a heavy workload, meet deadlines, and maintain accuracy.
- Strong attention to detail, proofreading skills, and proficient data entry
- Capacity for self-motivation, resourcefulness, and working well independently with mínimal supervision.
- Exhibits exceptional cultural sensitivity, inclusivity, patience, and respect toward

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