Operations Administrator

2 months ago

Ottawa, Canada Anglican Diocese of Ottawa Full time

Operations Administrator (temporary, 6 months)
Belong Ottawa, a Community Ministry of the Anglican Diocese of Ottawa, offers safe spaces that connect people and create community. Through our three sites situated across downtown Ottawa (Centre 454, The Well, St. Luke’s Table), we address basic needs that foster dignity, wellness, and hope for members of our community that are precariously housed or experiencing homelessness. Our 300 daily visitors access services ranging from showers, laundry, and meals to recreational activities, social support, and referrals. We believe in an inclusive community where no one is marginalized, and everyone is valued and supported.
We’re all about inclusion. Our programs foster dignity, wellness, and hope.
**Our Mission**: We provide safe spaces that connect people and create community. We offer programs that address basic needs and foster dignity, wellness, and hope for all.
**Our Vision**: An inclusive community where no one is marginalized, and everyone is valued and supported.
**Role Summary**:
The Operations Administrator provides essential administrative support to ensure the efficient functioning of the office. This role involves managing communication, scheduling, document preparation, and other general administrative tasks. The Operations Administrator plays a key role in supporting the management team and contributing to smooth day-to-day operations.
**Key Responsibilities**:Administrative and Executive Support**:

- Coordinate and schedule meetings, prepare agendas, and take minutes for internal and external meetings.
- Maintain and organize files, documents, and databases, ensuring they are up-to-date and easily accessible.
- Manage the calendar and appointments of team members, coordinating with other stakeholders to ensure efficient time management.
- Assist with the preparation of presentations, reports, and communications for internal and external stakeholders.
- Support basic financial tasks, such as processing invoices, tracking expenses, and assisting with budget preparation.

**Communication and Coordination**:

- Liaise with internal stakeholders, providing support and ensuring smooth communication across departments.
- Coordinate with external contacts, including vendors, service providers, and partners, ensuring timely follow-ups.
- Ensure clear and timely dissemination of information, including meeting materials and updates, to all relevant parties.

**Project and Task Coordination**:

- Assist in organizing resources for office projects, including scheduling and coordinating with team members and external contacts.
- Monitor project deadlines, ensuring tasks are completed on time and aligned with organizational goals.
- Participate in the development and implementation of office-wide initiatives to improve workflow and administrative processes including file management transition from drop box to SharePoint environment
- Accounts payable and payroll administration processes
- Donations processing including incoming donations and statistics database

**Required Education and Experience**:

- Post-secondary education in business, administration, or a related field is preferred.
- Experience in administrative support roles is an asset.
- Proficiency in Microsoft Office Suite and other standard office software.

**Skills and Competencies**:

- Strong organizational and time management skills.
- Effective communication and interpersonal skills.
- Ability to work well under pressure and manage multiple tasks simultaneously.
- Detail-oriented with a strong focus on accuracy and efficiency.
- Proactive and capable of working independently as well as part of a team.

**Additional Information**:

- This position may require occasional travel for meetings or events.
- Bilingualism is an asset
- This position is initially for a 6-month term, with the potential to transition into a permanent role upon completion.

**Compensation**: $24 - $28 per hour
AI will be used to screen, assess or select applicants for the position.

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