Office Coordinator

**ABOUT WANASAH**

Wanasah is a new mental health agency created to address the urgent mental health and addictions needs of Black youth and their families through the provision of effective Black-centric mental health services in the community. Wanasah recognizes the need for inclusive, trauma-informed care with meaningful incorporation of spirituality and community voice in its programming. We work within an anti-racist, anti-Black racist and anti-oppression framework that incorporates principles of intersectionality. Wanasah is based in Regent Park, Toronto.

This is an exciting opportunity to be part of a new organization that is passionate about making a positive difference in the lives of Black youth in Toronto. The successful individual will work with a small, dedicated team to develop, evaluate and adapt an innovative model of care.

**Position Summary**

The Office Coordinator is responsible for the day-to-day administrative and office support functions of Wanasah. This position facilitates the efficient and effective operations of Wanasah.
- The Office Coordinator reports directly to the Program Manager and will work closely with the Executive Director and other members of the Wanasah team. _

**Responsibilities Include**:
**Communications**
- Assists staff with scheduling appointments with clients.
- Administers the Wanasah website by ensuring timely and accurate posting of content and information.
- Manages the social media accounts, including Instagram, Twitter, and LinkedIn by posting accurate and regular content.

**Finance**
- Distributes and tracks gift cards
- Accurately manages and tracks petty cash as outlined by the relevant policies and/or guidelines
- Performs administrative tasks to assist the bookkeeper. This includes, but is not limited to;
- Processes and uploads the invoices
- Prepares and tracks payments of invoices
- Maintains accurate bookkeeping files and folders

**Human Resources**
- Tracks employee attendance and prepares payroll for approval of the Executive Director on a biweekly basis
- Participates in the onboarding, recruitment and orientation on new hires, volunteers and board members. Ensures onboarding content is up-to-date and available
- Maintains administrative files, including individual Human Resources files

**Premises**
- Is the primary point of contact on all day-to-day premises matters, including but not limited to:

- Telecommunications issues
- Cleaning and maintenance of office space
- Office furniture and equipment
- Office supplies and inventory
- Develop quarterly office purchase list
- General building operations
- Office security, health and safety

**Board Relations**
- Provides administrative and coordination support to the Board, as required. This includes, but is not limited to:

- Scheduling of meetings
- Preparation of agenda and materials, minute taking and maintenance of the Board Action & Decision List
- Filing and maintenance of Board minutes and documents

**Scheduling/Coordination**
- Assists with the coordination and scheduling of meetings, workshops, seminars, etc. for the Executive Director and Program Manager as required
- Assist with the evaluation of Wanasah programs and services
- Manages the calendar of the Executive Director and Program Manager
- Prepares the agenda and minutes of team and external meetings as required
- Provides clerical support in preparation and submission of reports to funders
- Develops briefing notes prior to meeting for the Executive Director and Program Manager as requested

**Areas of Accountability**

Incumbent is expected to:

- Participate as a full member of Wanasah’s team
- Comply with all Wanasah Policies & Procedures
- Maintain strict privacy and confidentiality in accordance with policy and procedures
- Be honest and trustworthy in all Wanasah dealings.
- Maintain harmonious, productive relationships with management and colleagues.
- Conduct all interactions (internal and external) in a manner that is consistent with Wanasah’s values.
- Be punctual for work and meetings.
- Complete your work in a timely and accurate manner.
- Advise your manager, as soon as possible, when there is an issue/matter that you cannot deal with and/or prevents the work of Wanasah from getting done efficiently and effectively.

**Requirements**:
Required:

- Graduate of a recognized secretarial program and/or equivalent experience; university degree is preferred.
- Minimum 2 years of experience in administration or a related area, preferably in a community based setting
- Strong communication skills (verbal and written)
- Takes initiative and ability to solve problems
- Excellent organizational skills, attention to detail and able to prioritize duties in an environment with multiple demands
- Excellent interpersonal skills, in both individual and team work.
- Proven ability to work independently and coordinate busy workload.
- Previous experience recording and generating minutes of meetings.
- Must have an excellent a