Administrative Coordinator

3 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.

To learn more about the work of The Salvation Army (TSA), check us out at: The Salvation Army - About Us.

**About the Position**

The purpose of this role is to provide coordination and administrative support to Directors, Managers and Staff in Public Affairs and Emergency Disaster Services as well as the events, responses and initiatives overseen by PA/EDS.

**KEY RESPONSIBILITIES**:
**Administration & Coordination Duties**
- Performs general office duties, including answering, screening, and directing telephone call enquiries; greeting and escorting visitors; photocopying and distributing materials as requested; shipping/mailing documents and items as requested; ordering office supplies as needed; resolving routine inquiries.
- Manage calendar entries, invitations, and scheduling for, anticipate needs, prepare responses, coordinate travel arrangements for PA/EDS, etc.
- Drafts clear and accurate correspondence for approval, prioritizes assignments within general guidelines, researches and responds to difficult enquiries on behalf of the supervisor(s)
- Maintain an accurate, accessible electronic database (and manual filing system) of minutes and other relevant documents using Microsoft Teams and SharePoint.
- Schedule meetings (and attend where required), prepare and distribute agendas and meeting reminders, create, and circulate and file minutes, and order food and meeting supplies as needed.
- Coordinate meeting logistics, including video conferencing and teleconferencing using Zoom/Teams.
- Support the administration of events (registration, flights, logistics, expenses, meals)
- Perform various accounting duties such as bank deposits, coding invoices for processing through Business World, processing annual budget documents as directed Director of PA/EDS, Associate Directors of EDS, and PA, etc.
- Process invoices and reconcile corporate credit card statements for Director of PA/EDS, Associate Directors of EDS, and PA
- Provide support to Events such as EDS Training, TSA Week on the Hill, and manage invitations and correspondence, etc.
- Other related administrative duties as assigned.

**Administrative/Financial**
- In consultation with relevant stakeholders, develops and maintains territorial documentation including policies, procedures, and standard forms.
- Prepares and submits reports and statistics as required to THQ leadership and relevant stakeholders.
- Demonstrates diligent stewardship of resources.

**Organizational Responsibilities**
- Ensures TSA EDS practices and service delivery are consistent with policies and mission of The Salvation Army in Canada and Bermuda
- Maintains and promotes a positive image of The Salvation Army by providing a high calibre of professional service and by being courteous, cooperative, and helpful at all times.
- Supports The Salvation Army’s mission and demonstrates the Core Values
- Takes responsibility for own ongoing professional development to remain current with emerging trends within the disaster and emergency management field.

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:

- Post-secondary education in business administration or relevant field preferred.
- Successful completion of key National Disaster Training Program courses (Introduction to Emergency Disaster Services, Fundamentals of Holistic Care,) or ability to complete within 6 months.
- 2-3 years’ experience in an administrative professional position.

**PREFERRED SKILLS/CAPABILITIES**:

- Proficient in Microsoft Office products (Word, Excel, PowerPoint, Outlook, Teams)
- Proficient in digital communication products (MS Teams, Zoom)
- Able to quickly learn new systems (SharePoint, TravelEdge, BusinessWorld, etc.).
- Superior attention to detail and process/process improvement
- Strong organizational skills and ability to prioritize tasks.
- Proactive with ability to work independently with minimum supervision.
- Proven sound judgement and an ability to exercise high levels of tact and diplomacy with confidential and/or sensitive information.
- Excellent interpersonal skills
- Effective oral and written communication skills
- Effectively and efficiently manages relationships, expectations, and concerns, professionally and courteously, and develops and leverages professional k

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