Office Administrator

Position Description: Office Administrator (OA)

**Habitat Acquisition Trust**

**Administrative Coordination - Office Administrator (OA)**

Position Description: Office Administrator (permanent)

1.0 FTE - 37.5 hours per week
- Board consideration) _plus:

- a comprehensive and competitive benefits package
- 3.5 weeks paid vacation to start with regular increases
- membership to Modo Carshare
- paid professional development
- a flexible schedule and casual work environment and
- fun colleagues

**Application Deadline: Sunday June 11 at 11:59pm**

**About the Organization**:
Habitat Acquisition Trust (HAT) is a Victoria-based land trust working with our community to protect, conserve, and steward habitats within the Capital Regional District (CRD). HAT operates in the traditional and unceded territories of the lək̓ʷəŋən, W̱SÁNEĆ, SC’IȺNEW, and T'Sou-ke Nations, and we recognize that our work is intrinsically linked to Indigenous stewardship of these territories, both past and ongoing. Our mission is to conserve natural spaces on southern Vancouver Island and the southern Gulf Islands through legal protection of private land, restoration, education, and stewardship programs. HAT focuses on building partnerships to accomplish our mission. We work closely and collaboratively with community organizations, government, individual landowners, and Indigenous communities to achieve effective conservation outcomes.

**Working Environment**:
HAT will provide a safe and respectful work environment free from discrimination and harassment, meet the financial obligations promptly, and within the financial capacity of the organization, provide the employee with equipment, materials, and supplies to carry out their duties.

**Position Overview**

HAT’s Office Administrator position is aimed at being HAT’s primary public-facing administrative role at our office located at #202-661 Burnside Road East in Victoria, leading our administration, office management, information technology and data systems, and communications internally among staff and externally to the

public. This position is focused on communicating with individuals, communities and organizations founded on a shared goal of conservation across HAT’s focus region.

Reporting to the Executive Director and working in close collaboration with the Program Coordinators, the

OA’s role is to ensure systems of communication, data management, administration, and office function are running smoothly with shared goals in the community that advance HAT’s strategic plan. This is a great opportunity to help be part of a dynamic, collaborative team in a growing organization implementing its revitalized vision and strategic plan.

**Position Responsibilities**

40% Administrative Coordination o Coordinating Organizational Administration

▪ File and Data Management on Microsoft OneDrive

▪ Donor and Donation Data Management using Salesforce

▪ Assisting scheduling & coordinating staff meetings in MS Outlook & MS Sharepoint

▪ Processing invoices and payables o Leading Office Management

▪ Merchandise, Policy, and Supply management

▪ Coordinating IT Connectivity, Software, and Hardware - coordinating with IT consultant or professional repairs/replace and maintenance

15% Volunteer Coordination o Responding to volunteer inquiries, hosting in-office volunteer orientations as needed, matching with staff or office needs, organizing schedules in-office, providing ongoing support, providing volunteer recognition/appreciation o Inputting and organizing volunteer contact information and lists in appropriate database

15% General o General event coordination o Professional Development and team meetings/committee meetings

**Position Competencies**

1. **Communication**
- Collaboratively work with and seeks guidance/input from HAT staff, volunteers, external colleagues, government officials, Indigenous community members, academic and scientific experts, and others to effectively meet the mission, vision, and strategic plan of HAT
- Ensure that the content and tone of all communications are effective, appropriate, and aligned with our strategies, organizational culture, and positions on key issues
- Promptly communicate barriers or issues to Executive Director.

2. **Time Management**
- Manage your diverse and demanding workload through prioritization, scheduling, and frequent consultation with the Executive Director.
- Help to schedule organizational events, working with multiple scheduling demands among staff and partners
- Assists Executive Director and Program Managers with calendar management
- Meet project deadlines and complete deliverables within expected timeline

3. **Teamwork**
- Work closely and collaboratively with other HAT staff to effectively and efficiently refine communications and administrative functions
- Support the other staff in growing, engaging and mobilizing the HAT brand and our supporter base in service of our campaign goals.
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