Administrative Coordinator

2 weeks ago

Toronto, Canada The Salvation Army Full time

**About The Salvation Army**

**Mission Statement**

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

**Vision Statement**

We are an innovative partner, mobilized to share hope wherever there is hardship, building communities that are just and know the love of Jesus.

**Core Values**

The Salvation Army Canada and Bermuda has four core values:
**Hope**:We give hope through the power of the gospel of Jesus Christ.
**Service**:We reach out to support others without discrimination.
**Dignity**: We respect and value each other, recognizing everyone’s worth.
**Stewardship**:We responsibly manage the resources entrusted to us.

**About the Position**
- The purpose of this role is to provide strong administrative support to the Officer Personal Secretaries (Operations and Strategy).

**KEY RESPONSIBILITIES**:
**Support Services**:

- Manage the schedule and correspondence for the Officer Personnel Secretary (OPS)-Operations and Officer Personnel Secretary (OPS) - Strategy, anticipating needs and preparing responses
- Manage the calendar for the OPS
- Manage confidential information appropriately and professionally
- Provide administrative support as approved by OPS to other department staff
- Prepare agendas for all department meetings
- Coordinate travel arrangements as required
- Coordinate meeting logistics both in-person and virtual using Teams or Zoom
- Manage mail both hardcopy and electronic

**Financial Services Support**:

- Process all department expenditures and Business World transactions including TEM invoices, vouchers, expense claims and visa statements (verify accuracy, code, acquire signature, copy and forward to finance)
- Assist OPS - Operations with preparation of budget submissions for presentation to Budget Committee
- Support department leads with operation matters pertaining to budgets throughout the year
- Review and analyze monthly statements to assure budget and policy compliance and investigate discrepancies
- Monitor department expenditures and liaise with finance department as necessary
- Send invoices to Octacom for payment Supplies & Purchasing sending invoices to Finance department for processing

**Special Events**:

- Assist the OPS in planning and facilitating special events such as coffee breaks, birthday lists, prayer cards, devotion lists, welcomes, farewells, etc.
- Assist with contract venue negotiation in planning and preparing THQ Christmas Luncheon and Christmas gifts
- Assist with logistics at special events and meetings when required
- Other duties as assigned

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:

- Post-secondary diploma in office administration related discipline preferred
- 3-5 years’ experience working in office administration
- Excellent computer skills (MS Office, Office 365, Outlook, Workday)

**PREFERRED SKILLS/CAPABILITIES**:

- Excellent verbal and written communication skills
- Ability to learn new software and systems quickly, and as needed
- Ability to work under pressure as much of the work involves strict deadlines
- Familiarity with Salvation Army terminology is an asset
- Ability to work with minimum supervision
- Ability to be creative in developing efficient ways of accomplishing tasks
- High level of confidentiality, integrity, judgment
- Ability to work effectively for more than one supervisor
- Mature, professional attitude with strong work ethic
- Well organized, self-starter and self-motivated
- Adaptable and able to be a part of a team

**Compensation**

**Other Details**

**The Salvation Army will provide reasonable accommodation upon request. Please let us know if you have a need for any accommodation.**

Published

April 4, 2024

Location

Toronto

Job Type

Full-time

Competition #

24-032

Ministry Unit/Dept:
Officer Personnel Secretary

Salary Range:
See posting for details

Address:
2 Overlea Blvd, Toronto ON

Posting Expires:
April 12, 2024

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