Administrative and Business Coordinator

**Who We Are**

The Greater Victoria Coalition to End Homelessness (GVCEH) was formed in 2008 with a mission to end homelessness in the capital region. The GVCEH’s activities centre around funding effectiveness, system effectiveness, inclusiveness, evidence-based reporting, and building capacity. As a “backbone” organization, the GVCEH facilitates information sharing, relationship building, and strategic planning to ensure the collective efforts of stakeholders in the region are making the greatest possible difference

**Who You Are**

You are a Senior Administrative Professional with the ability to balance multiple priorities and deadlines in a fast-paced setting. You possess a willingness to be flexible and courteous to all staff, volunteers, donors, and other community members

You seek meaningful work surrounded by people who are passionate about homelessness from a rights-based perspective

You are values-driven and outcome-oriented, thriving in a collaborative environment in which diverse partners work toward a common goal

You have strong organization and communication skills and move quickly from broad concepts to practical, actionable steps and clear deliverables.

**Why Choose Us**
- Growth Opportunities - We encourage ongoing professional development
- Flexible Work Schedule - We offer the option to work remotely on occasion or to vary your work schedule when needed
- Collaborative and Inclusive Work Environment - We work together
- Competitive Leave and Benefits Package
- Great Location - We are in downtown Victoria and work across the region

**JOB SUMMARY**

**Administrative & Business Coordinator**

This position reports to the Executive Director, supports the Board of Directors, as well as the Finance and Administration Officer, Program and Project staff. This is a small office comprised of specialized staff of 6 full-time professionals, and numerous casual project staff.

**Specific Responsibilities**:
Overall, this position manages the smooth operation of a busy office, ensuring project, program and leadership staff have the information, reports, equipment and supplies they need. This involves preparing for and meeting weekly, monthly and annual deadlines

**Supporting Executive Director and Board of Directors: 40 %**
- Manage meetings of the Board of Directors and their sub-committees, Youth Task Force, Health and Housing Steering Committee and other committees Co-chaired by the Executive Director. With direction, prepare agenda and support documentation; manage Outlook calendar invitations; set zoom meetings; attend and record meetings; prepare and distribute meeting minutes
- Maintain the Executive Director’s calendar, including adding events, rescheduling appointments, resolving any overlapping or conflicting requests for appointments and providing weekly briefings
- Posses or develop familiarity with Board governance, Robert’s Rules of Order and BC Societies Act
- Draft confidential internal documents and various internal memoranda. Maintains professionalism and strict confidentiality of all materials and communications.
- Communicate directly, and on behalf of the Executive Director, with Board members, donors, and others, on matters related to the Executive’s priorities.

**Human Resource Management: 10%**
- Provide support in Human Resources: on/off-boarding staff, maintaining confidential staff files, ensuring new staff have the equipment and resources as needed
- Support for and training for staff on staff in use of office electronic tools such as Outlook and SharePoint or other office programs as required

**Special Projects Coordination and Management 10%**
- Oversight and management of special projects, staff, events and activities as designated by the Executive Director or senior management team. Eg) Advocacy and Awareness Education Events

**General Office, Programs and Projects Support: 20%**
- Maintain electronic and paper files, including asset lists and committee contact lists.
- Maintain positive working relationship with vendors, working with them to ensure cost effective purchasing and maintenance
- Troubleshoot issues with cell phones, laptops, software assessing and resolving concerns in an efficient and cost-effective manner
- Keep office supplies, hard assets of technology and furnishings up to date.
- Coordinate tools that facilitate smooth communication among project activities, such as organizing Sharepoint into commonly accessible files, use of zoom videoconferencing and Adobe Acrobat and Cloud
- Implementing and maintaining procedures/office administrative systems
- Develop and maintain expertise in Microsoft Office Suite, including Microsoft Teams, helping staff to use these tools effectively
- Facilitate ongoing and emerging internal and external collaborations, working group and committees of the Greater Victoria Coalition to End Homelessness
- Assist with meetings by taking minutes and/or group facilitation as requested.
- Planning and organiz