Systems and Administrative Facilitator

This is a unique opportunity to work with an innovative not-for-profit, in an environment that is committed to working with clients, staff, and community through continuous learning, creativity, and collaboration. Cool Aid has been operating since 1968. We have close to 400 employees, sixteen supportive/affordable/assisted living housing sites, three shelters, downtown health and dental clinics, as well as a strong complement of support and outreach services.

Reporting to the Director, Housing and Shelters, the Systems and Administrative Facilitator role has overall responsibility for a wide range of administrative and programming activities related to effective operations and staff relations of the Housing and Shelter programs. The position will take a lead role in the development and implementation of information management and administrative systems and processes for a large multi-site program.

This position takes a lead role in developing and maintaining administrative processes, systems, and procedures that are efficient and effective in supporting the work of the Housing and Shelters Leadership Team. Working collaboratively with the Director and team members, major responsibilities include creating well-documented materials, manuals, policies, and procedures to achieve program strategic goals, as well as managing general inquiries, information, and follow-up on behalf of the program. The Facilitator will function independently while managing concurrent tasks and deadlines on an ongoing basis.

We offer a range of benefits including a defined contribution pension plan, health and dental benefits, long-term disability, employee and family assistance program, paid sick time, and three weeks of vacation.

A narrow selection of the larger scope and responsibilities for this position are as follows:

- Leads in developing and implementing systems and standardized workflow processes, procedures, policies, and training manuals with a focus on creating consistency and clear roles and responsibilities.
- Coordinates administrative projects, prepares project timelines, monitors and reports on process and provides input to the management team for dissemination of findings.
- Identifies barriers to project implementation and works collaboratively with director to determine possible long-term solutions.
- Analyses other related work activities and administrative workflow challenges.
- Liaises with various managers, the director, and external stakeholders on a regular basis. This requires a detailed understanding of the program structure and the services and scope in relation to other community services.
- Works with the Manager, Property Services to facilitate information flow and procedures regarding tenancy and maintenance issues.
- Communicates and collaborates with the IT department to research software solutions and to develop manuals and methods for the efficient use of support software.
- Provides primary administrative facilitation and support to the Housing and Shelters Leadership Team. This includes gathering input from the management team, following through on outstanding items, and assisting the Director in holding the management team accountable to processes.
- Works on policy development in conjunction with the Housing and Shelters management team and the Manager of Governance and Administrative Support and leads the team in developing associated procedures and processes.
- Manages the coordination of team meetings including scheduling, agendas, minutes, and follow-up.
- Communicates with Society staff regarding program and administrative matters.
- Coordinates and maintains an effective system of information management for internal and external reporting, record keeping, and reference.
- Discusses inquiries for information with internal and external contacts - answering routine inquiries and referring questions to appropriate persons.
- Develops and maintains a strong collaboration with central services, Human Resources, Property Services, and the IT departments.
- Coordinates and provides editing, proofreading, word-processing, and documentation assistance to the Housing and Shelters Leadership Team.
- Collects, organizes, and summarizes data for a variety of reports. Inputs, edits, and retrieves data. Prepares reports, graphs, presentation materials, etc. using a wide variety of software.

**QUALIFICATIONS**

**Education**
- A degree in social sciences, business, or public administration or similar, or an equivalent combination of education and experience.

**Experience**
- More than three (3) to five (5) years’ experience in a senior administrative or management support role.
- Extensive experience working with Office 365, Microsoft Teams, SharePoint, and Microsoft Customer Relationship Management.
- Knowledge of non-profit structure, processes, and similar social services organizations is an asset.

**Requirements**:

- Complete the Ministry of Public Safety and Solicitor General Criminal Rec