Administrative Coordinator

2 weeks ago

Calgary, Canada Highbanks Society Full time

**Administrative Coordinator**
- Do you believe in the strength, resiliency, and contributions of young Mother-led families?_
- Would you like your work to make a difference in changing people’s lives? Can you help us ramp_
- up our efforts to interrupt the cycle of poverty, homeless and violence in the lives of so many_
- young Mothers in Calgary and beyond? Do you dream big and work hard? You might be the key_
- piece of our team that we require at Highbanks Society_

**Title**:Administrative Coordinator

**Reports to**:Executive Director

**Status**:37.5hrs/week permanent employee (7.5 hours per day) some evenings & weekends as required.

**Key Responsibilities**:
**Administrative Support**
- Act as central point of contact for all inquiries both internal & external daily. In person, online, and by telephone.
- As the Assistant to the Executive Director: Support meeting preparation including:

- preparing documents
- Catering and reception
- Develop an efficient filing system and maintain records.
- Prepare and distribute external correspondence.
- Prepare internal communications to clients as needed.
- Maintain office supply inventory.
- Support Executive Director in coordinating ‘In-Kind’ donations.
- Maintain office manual and emergency response plan.
- Coordinate the input and management of donor database.
- Issue and track tax receipts as required.
- Manage and oversee compliance calendar.
- Responsible for the inventory of client grocery cards and distribution tracking expenditures and needs.
- Oversee the distribution of client codes and access to building, keys for leased units with off-site housing partners, client laptop assignments, and other duties as required by leadership.
- Fundraising duties and event planning as required.

Assists the Executive Director in the following areas concerning goods and services procurement, distribution, and receipt:

- Prepare purchase requisitions and disbursement vouchers for supplies, equipment, and services, ensures the accurate maintenance of files of requisitions and purchase orders.
- The receipt, verification and distribution of incoming supplies and equipment and verification of suppliers’ invoices for payment upload to financial systems.
- Maintenance of an inventory of equipment and makes recommendations for repair/ replacement, as required.
- Preparing invoices for services related to projects and memoranda of understanding with community partners.
- Prepare and deliver Donor recognition letters.
- Maintain and manage all records & digitize historic records.
- Other duties as requested by Highbanks leadership.

**Building Management**
- Act as landlord representative for clients, prepare lease contracts and conduct move in/out requirements.
- Ensure timely client/resident and commercial rent payments and deposits.
- Facilitate general maintenance of the Bowview Building.
- Oversee cleanliness of Bowview Building, interior & exterior, including maintaining office area, laundry, dishwasher.
- Act as liaison with commercial and residential tenants.
- Act as liaison with repair persons or contractors.

**Core Competencies**
- Post-Secondary diploma in fields such as Business Administration or Business Management is an asset.
- Strong interpersonal communications skills and ability to communicate effectively with a diverse population.
- Ability to multi-task and remain on focus despite interruptions.
- Knowledge of Microsoft Suite of products, office administration, database management, bookkeeping knowledge and building management an asset.
- Excellent problem-solving skills; able to think quickly and adeptly to address problems efficiently.
- Demonstrates a commitment to excellent customer service.
- Applies organizational value in all aspects of stakeholder interaction.
- Ensures care and responsiveness to the needs of those the organization serves.

**To Apply**

**Cultural Imperatives at Highbanks Society**
- Rule of Presence
- Working in Service of Families
- Whatever it Takes (Comfortable with ambiguity, and shifting priorities)
- Teaching Through Relationships
- Agency and Accountability, Rights and Obligations
- Intentional Joy
- Opportunities for Reciprocity
- Dignity of Risk
- Goodness of Fit
- Story Imperative
- Advocacy for Social Justice

**Salary**: $20.00-$22.00 per hour

Expected hours: 37.5 per week

**Benefits**:

- Dental care
- Extended health care
- Paid time off

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday
- Weekends as needed

Work Location: In person

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