Operations Coordinator

**_Operations Coordinator_**

For over 50 years Distress Centre has served Calgary and Southern Alberta, providing 24-hour crisis support, information, and resources at no cost. Distress Centre does not define crisis. We do not judge. Anyone can call us day or night.

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What to expect in the role:_**

**Job overview**
- The Operations Coordinator is responsible for providing administrative and operational support to the Managers and Director of Distress Centre Calgary's Crisis and Navigation programs. This position supports the team by ensuring that they are provided with the information and reports required to make effective operational decisions, developing and implementing processes that create efficient workflows, and ensuring adherence to agency policies and processes.

**Key Outcomes**
- Crisis and Navigation leadership team is provided with effective administrative support which includes the development of effective meeting agendas and minutes, and reports required for decision-making are completed as required.
- The recruitment and onboarding process for staff and volunteers is effectively supported and streamlined in collaboration with Human Resources.
- Sharepoint governance requirements are monitored and corrected as required.
- Agency technology is consistently tracked, audited and recovered when required.
- Communication between building management and Contact Centre operations is effectively managed.

**Primary Duties**
- This is not an exhaustive list of duties, but meant to give you a sense of what you’ll be doing on a regular basis. Other related duties may be required.

**Coordination and Support**
- Provide administrative support to Crisis and Navigation programs leadership by developing agendas, coordinating various meetings and events, preparing, maintaining and sharing meeting minutes, records, materials and resources for internal and external stakeholders.
- Develop and maintain a grant reporting tracking system, assigning tasks to team members as required.
- Maintain and file service delivery project documents (e.g. project charters) and create project planning tools as required.
- Support with recruitment efforts for roles within the Crisis and Navigation programs, including but not limited to interview scheduling, conducting reference checks, extending verbal offers, and registering new hires for required agency orientation and training.
- Provide administrative support for new hire set-up, staff transitions, and terminations, including initiating necessary user access requests.
- Coordinate account creation for volunteers in each training cohort, provide them with account details, and offer technical or administrative support for any account-related issues. Process account deactivations for cancellations or other status changes.
- Participate in committees and project working groups as assigned by the Crisis and Navigation Director.
- Coordinate community engagement activities program staff will attend such as information fairs and speaking engagements.
- Create and regularly update slideshow presentations (monthly or as needed) to support team communications, leadership updates, and stakeholder engagement.
- Organize snacks for the Contact Centre daily, including during meetings, staff development, and special events as needed.
- Prepare certificates and gifts recognizing volunteers who fulfil their service commitment.
- Manage communication between building management/LAN and the Contact Centre regarding maintenance and facility notices, ensuring team leads and scheduling coordinator are informed of any impacts, including remote work arrangements, so they can update staff and volunteers accordingly.
- Maintain up-to-date and relevant information on SharePoint site pages

**Technology**
- Create, implement and oversee process for the distribution, tracking and recovery and inventory management of agency provided hardware.
- Maintain accurate logs of agency technology and identify replacement and upgrade needs.
- Generate monthly reports on agency utilization of cybersecurity training software and distribute to designated supervisors as required.
- Conduct regular audits of the Distress Centre Sharepoint Intranet, ensuring compliance with agency policy and Microsoft 365 governance. (e.g. naming conventions and security settings are adhered to).

**Hours of work** and conditions**
- General working hours are 9am - 5pm, however we ask for some flexibility to work the occasional evening and weekend as needed.
- This position will require shifts to be completed on-site at Distress Centre.

**Lines of Communications/Accountability**
- Reports to the Director of Crisis and Navigation.
- Works closely with other Managers and Directors of Crisis and Navigation Teams.

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What you bring to the role:_**

**Qualifications/Experience**
- Diploma or undergraduate degree in Office Administration/Management or related field as well as a minimum of three years experience in a similar position