Administrative Assistant

2 weeks ago

Vancouver, Canada The Salvation Army Harbour Light Full time

**Position Purpose summary**:
The Admin Assistant provides efficient, accurate, confidential support to Harbour Light’s administrative team. Their responsibilities are allocated approximately 15% to the finance team, 35% to the Director of Administration and Executive Director, and 50% to the HR Advisor. The Admin Assistant reports to the HR Advisor, but may also take direction from the Finance Assistant, Senior Accountant, Director of Administration and Executive Director.

In the HR component of the position, the Admin Assistant may be involved in benefits administration, document preparation, employee lifecycle change letters, filing, communication to employees and/or managers, job postings, facilitating new hire orientations, and other functional tasks.

In the finance and administrative components, the Admin Assistant provides confidential administrative support to the Director of Administration and Executive Director, and to the finance team. This includes documentation, data entry, inventory, internal committees, financial reconciliations, support for internal and external events, and other tasks as needed.

**Functions/Responsibilities**:
**1.** **Written and Verbal Communication**
- Takes accurate, concise minutes at management meetings, and ensures timely distribution
- Maintains and distributes an up-to-date internal contact list.
- Prepares documents for employee life cycle (letters of offer, status changes, resignations/terminations, etc.) in consultation with HR Advisor
- Works closely with the HR Advisor and DHQ HR team to refer matters to appropriate contacts to ensure high-quality, efficient service for employees and managers
- Contributes to accurate, timely administration of employee benefit programs at the direction of the HR Advisor; acts as a contact for employees for benefits administration (group insurance, group RRSP, etc.) queries
- Prepares PowerPoint presentations (e.g., Town Hall slides, etc.) and assists with facilitation
- Supports the Executive team and managers with Accreditation preparation
- May provide event support for the Community department
- Facilitates orientations of new employees including arranging required on-line trainings, sign-off of policies, review of employee handbook, creation of staff ID, and other components of onboarding process.
- Collaborates with the HR Advisor and departmental managers to schedule and document required on-the-job orientations, mandatory trainings, and professional development.

**2.** **Reporting**
- Coordinates annual inventory process, including administrative support to the Director of Environment Services, IT Support, and other parties to ensure timely and accurate completion.
- Coordinates document distribution and sign-off processes, including annual policy manual updates and reviews
- Consolidates and enters monthly program and administrative statistics into SAMIS
- Creates and maintains personnel files and UltiPro records; ensures both are kept up-to-date by processing new hire information, changes in status and/or salary and terminations
- Ensures completion of documents required by The Salvation Army’s annual performance evaluation and coaching (PEAC)
- May assist with reporting, data collection, and other tasks required for WorkSafeBC or other third parties.
- Receives, sorts, logs, and distributes incoming mail; may coordinate outbound mailings and courier pick ups
- Coordinates office supplies inventory for Admin and Community departments; collaborates with finance team to ensure supply documentation is complete
- Participates in finance reconciliations (e.g., petty cash, deposit preparations, etc.) as needed
- Supports the Senior Accountant with banking activities

This role may perform other duties and other accountabilities as required.

**Qualifications and Education requirements**:

- *NOTE: For some jobs, you may be required to provide validated educational documentation._

**Education/Certifications**:
High school graduation or high school equivalency - e.g., B.C. Certificate of Graduation (Dogwood) or B.C. Adult Graduation Diploma (Adult Dogwood)

**Experience**:

- A minimum of two (2) years administrative experience, preferably in a non-profit setting
- At least one (1) year of administrative experience in a unionized environment would be a considerable asset
- At least one (1) year of HR-specific administrative experience, particularly with UltiPro or another HRIS, would be a considerable asset

**Required Skills/Knowledge**:

- Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
- Intermediate to advanced computer skills, particularly Outlook, Word, and Excel
- Strong attention to detail and accuracy with high-volume data entry
- Exceptional interpersonal and communication skills
- Proven organizational, time management, and prioritization skills

**HOURS**:

- The normal work week is Monday to Friday, 8:30 a.m. to 4:30 p.m. This inclu

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