Administrator

**Job Summary**
Reporting to the CEO, the Administrator supports the administrative infrastructure across the organization and serves as a key asset in maintaining high quality records. The Administrator should possess and demonstrate a high attention to detail, strong oral and written communication and be able to keep track of competing priorities, while meeting deadlines on time sensitive materials. The Administrator will be responsible for maintaining policy, training and development records and supporting the Executive and Board with administrative responsibilities. This role will provide HR administration to the organization.

**Responsibilities**:

- Administratively maintain and store the entire employee lifecycle including but not limited to, posting positions internally and externally, recruitment documents, prepare conditional and formal offers for management review and approval, prepare on-boarding documents and support management team with a smooth and seamless process, and perform administrative requirements for offboarding processes.
- Under the supervision of the CEO, prepare employment contracts, support and execute administrative functions of onboarding and maintain employee files.
- Attend monthly Board Meetings & Committee Meetings and take accurate minutes.
- Prepare meeting agendas and support the CEO in preparation of meetings related to executive portfolio.
- Organize, develop and maintain high quality policy and annual reviews.
- Perform administrative tasks at the request of the Executive and Management team.
- Complete policy review to ensure it meets organizational standards, provide feedback to CEO on any matters that require revisions.
- Collaborating with the CEO, Director of Finance and Senior Manager on administrative responsibilities such as, employment agreements, policy revisions, internal communications, deck presentation and newsletters.
- Administrative oversight on state of files and archives; and develop ‘documentation’ infrastructure related to all functions within the organization.
- Promote a culture of diversity, equity, inclusion, innovation and excellence within the organization
- A commitment to staying current on industry trends, administrative innovation and best practices that improves the infrastructure of the organization.
- Set up systems that allow for CEO and management team to assess data-driven insights - analyzing, reporting and making recommendations on metrics such as turnover, skill-gap analysis, absenteeism, applicant tracking, retention and employee engagement/satisfaction.
- Planning, implementing, monitoring and evaluating the Agency's administrative infrastructure and data collection systems
- Implementation, ongoing monitoring and regular evaluation of the document and information practices
- Coordination of internal and external communication strategies
- Creation and execution of specialized events and materials
- Maintaining accurate files
- Orientating and training staff, volunteers and student placements on relevant administrative procedures

qualifications and education requirements
- Ideally 4+years’ progressive experience of relevant administrative experience
- A team player with a commitment to collaboration
- Post-Secondary Education in Business Administration and/or Human Resources is an asset
- Exceptional communication and interpersonal skills
- Proven conflict resolution skills
- A commitment to integrity, contribution and ongoing process improvement
- A customer-service and growth mindset
- Builds trust, credibility and relationships with internal stakeholders
- Works with urgency and a high degree of ethics and diplomacy
- Self-driven and eager to learn and grow and contribute to enhancing workplace culture
- Satisfactory Police Clearance Check
- Valid G Class Ontario Drivers’ Licence, good driving record and current liability insurance, in accordance with requirements of HPC policy
- Understanding of the non-profit sector
- Superior oral and written communication skills
- Knowledge of office equipment and competent in use of technology
- Knowledge of customer service and quality assurance
- Superior knowledge in word, excel, PowerPoint

**Qualifications**
- Ideally 4+years’ progressive experience of relevant administrative experience
- A team player with a commitment to collaboration
- Post-Secondary Education in Business Administration and/or Human Resources is an asset
- Exceptional communication and interpersonal skills
- Proven conflict resolution skills
- A commitment to integrity, contribution and ongoing process improvement
- A customer-service and growth mindset
- Builds trust, credibility and relationships with internal stakeholders
- Works with urgency and a high degree of ethics and diplomacy
- Self-driven and eager to learn and grow and contribute to enhancing workplace culture
- Satisfactory Police Clearance Check
- Valid G Class Ontario Drivers’ Licence, good driving record and current liability ins