Agency Support Administrator

About Us
At the Calgary Drop-In and Rehab Centre (the DI), we are dedicated to serving our community with kindness. Our mission - to work with community to end homelessness, one person at a time - goes beyond providing immediate support; we strive to create an environment where individuals can regain their confidence and rebuild their lives.
We are more than an emergency shelter.
Our dedicated team of staff and volunteers work tirelessly to ensure that everyone who walks through our doors feels welcomed, respected, and valued. What sets us apart is our holistic approach to support. We offer not only safe and comfortable accommodation and meals but also access to essential resources such as health and recovery services, and housing supports.
All of our programs, including emergency shelter, are low-barrier, trauma-informed, housing-focused, and recovery-oriented, aimed at supporting Calgary’s most vulnerable citizens. And our doors are always open.
**Department**: Executive Office Job Category: Salary
**Reports To**: Executive Assistant Position Type: Full Time
**Direct Reports**: N/A Schedule: Monday-Friday
**Indirect Reports**: N/A Location: Main Building
Position Summary
The role will be a reliable and trusted representative of the DI, responsible for overseeing day-to-day administrative tasks, managing office resources, and providing support to various departments in a professional, efficient, and confidential manner. This position requires a consistent in-office presence to support the essential operational needs of staff and leaders at the DI.
Time Commitment
This is a full-time (40 hours/week) in-office position. Some unusual hours may be required from time to time as the need arises. Schedule may be altered at the discretion of management.
Job

**Responsibilities**:

- First point of contact for staff on all office administration inquiries and requests
- Office Management, including:

- Reception duties (Presence at the front desk is required to support DI personnel)
- Meeting visitors at building entrance
- Answering front desk phone & triaging calls
- Managing incoming and outgoing physical mail
- Office supply ordering, organization, monitoring, and vendor management
- Providing support for other departments with special projects as needed
- Taking responsibility and ownership for the tidiness of meeting rooms, reception area, office and storage areas and staff kitchen.
- Performing other light cleaning duties as required.
- Managing the transit ticket distribution program (PICs Program) with community partners
- Provide administrative support to Senior Leadership and other agency departments:

- Supporting insurance renewals and filing
- Supporting finance department by corresponding with the bank, coordinating bank deposits, scanning of incoming invoices, and other tasks as requested
- Supporting gift processing and tax receipt printing
- Agency-wide event support
- Providing administrative support to the DI’s on-call programs and committees
- Providing support to the Executive Assistant as needed (e.g., backup support to the Board of Directors or CEO)

Required Competencies and Qualifications
- A genuine commitment to the mission, vision, values, and work of the agency
- 3+ years’ experience as an office administrator
- An administrative course or equivalent training would be an asset
- Satisfactory Criminal Record and Vulnerable Sector Check - dated within the last 6 months. Copy required.
- Ability to develop relationships with a wide variety of service stakeholders
- Positive, energetic, and self-directed, with effective time management and organizational skills including the ability to deal with several priorities at the same time
- Extremely organized and detail-orientated and able to thrive in a fast-paced environment
- Proven ability in dealing with highly confidential and sensitive matters
- The ability to make sound rational decisions based on information provided and employ critical thinking where information may not be clear
- Stay updated on relevant regulations and industry best practices
- Excellent communications skills, both oral and written
- Proficient in Microsoft Office365 and Microsoft Office Suite 2016
- Demonstrate essential desktop troubleshooting skills
- Eager to learn new systems and adopt improved best practices

Working Conditions
The individuals we serve are experiencing homelessness or precarious housing and may also be facing substance use disorders and/or mental or physical health challenges. Many have a history of significant trauma.These experiences can influence their interactions with both staff and one another. By recognizing these behaviors as responses to past experiences, we are able to engage with our guests in a manner that is empathetic and respectful.
This role may involve high-stress situations that require resilience, compassion, and composure. At the DI we are deeply committed to the well-being of our staff, implementing policies and providing res