Programs and Office Administrator
3 weeks ago
**Mission, Vision and Core Values**
Our Mission is to enable life-changing mentoring relationships to ignite the power and potential of young people.
Our Vision is that all young people realize their full potential
Our Core Values are:
- We Champion Potential
- Every Connection Counts
- Showing Up Matters
**Why it’s great to work with us**:
Big Sisters is a friendly, inclusive, and committed team. We offer competitive total compensation packages including a shortened work week (35 hours per week), a hybrid work environment and paid time off that includes up to fifteen vacation days, up to fifteen wellbeing days, and up to three personal days in the first year of employment. Additionally, we provide a generous health care and extended benefits package, including prescription drugs and dental coverage, a professional development allocation, and various learning opportunities.
**Is this you?**
You have experience working in the non-profit sector and are passionate to work for an organization that helps ignite potential for youth in your community. You are a person who enjoys being the first point of contact for an organization. You enjoy working with a variety of people to help support your team and an organization as a whole. You are someone who is open to learning new skills and is detail orientated. You have excellent administration skills, strong database and IT knowledge, and enjoy being the owner of the organizational client and volunteer database.
**Position Summary**:
**What you will be doing**:
PROGRAM ADMINISTRATION (Volunteer and Youth Application Champion)
- Ensures criminal record checks for volunteers and their partners are completed as required by law
- Conducts data analysis, generates reports, prepares documents as required or requested
- Creates geo-targeted / geo-mapped lists of waitlisted youth and ready-to-be-matched volunteers
- Coordinates the maintenance, distribution and compilation of Programs materials and surveys
- Coordinates & provides support for internal & external event as needed
DATABASE MANAGEMENT (Data Wizard)
- Handles confidential / sensitive client information in an appropriate manner ensuring required paperwork and system entries for all files and matches are accurate, up to date, and follow Big Brothers Big Sisters National Standards
- Database hygiene as scheduled and/or as noticed, adhering to National Standards
- Provides Dynamics technical and/or user support as requested
OFFICE ADMINISTRATIVE (Reception Extraordinaire)
- Staffs the reception desk; greeting and orienting office visitors, attending to the main phone line and managing incoming and outgoing mail, and courier packages
- Serves on the Workplace Health & Safety Committee
- Provides general administrative support in multiple areas to the Programs Leadership
- Provides general office support, maintenance and upkeep as needed
OTHER
- Attends team, department, and organization meetings as required
- Participates in general organization functions, such as but not limited to, the Annual General Meeting, Volunteer Recognition Events, and the annual gala
- Performs other program & administrative duties as requested or required
**What you bring**:
EXPERIENCE & EDUCATION
- Ideally some post-secondary education in Business Administration or a similar fieldOne (1) year of general office administrative experience
- One (1) year experience in a customer service role
- Computer literate, data entry experience with databases such as Microsoft Dynamics
- Experience in a not-for-profit organization would be ideal
- Demonstrated ability to type 60 words per minute
- An equivalent combination of education, training, and experience (including volunteer and international experience) will be considered
OTHER KNOWLEDGE / SKILLS / TRAINING
- Strong inter-personal and inter-cultural skills with an ability to relate to a wide variety of stakeholders from diverse lived experiences
- Computer literate, data entry experience with databases such as Microsoft Dynamics
- Ability to understand, communicate, and support the mission, vision, and values of the organization
- Additional language(s) an asset
- A valid driver’s license and access to a reliable vehicle is an asset
**What we offer**:
- An opportunity to do meaningful work and make a positive impact in the community
- A supportive, positive and engaging work environment and commitment to work/life balance
- A hybrid work environment - four mandated days per week in office
- An annual salary of $46,000 ($25.27/hour)
- Extended health benefits after 3 months, generous paid time off (up to 15 days each vacation and wellness time annually, plus up to 3 personal days per year), professional development opportunities & funding
Please note: Big Sisters staff must be fully vaccinated against COVID 19. Accommodations will be considered on request.
Applications will be reviewed as they are received; this posting will close without notice when the position is filled.
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