Administrative Coordinator

**Administrative Coordinator | Oak Table Inc.**_

Reports to Oak Table's _Executive Director_

**Job Purpose**

Oak Table's Administrative Coordinator is a key position responsible for administrative functions of the organization. The Administrative Coordinator helps the organization run smoothly by handling all administrative tasks. The Administrative Coordinator will coordinate general operations, serve as a point of contact for employees, and ensure everything is on schedule to meet or exceed service delivery as well as deadlines. The job exists in order to ensure compliance with the processes in place, as well as creating new processes that meet the needs of the organization. This position is a leadership position and may require ongoing interactions and responsibilities relating to management, board, committees, partners, donors, volunteers and individuals who use our service, as well as vendors who provide service. The Administrative Coordinator works flexible hours according to organizational needs and may include evening/weekend events and meetings.

**Job Summary**

Reporting to the Executive Director, the incumbent is responsible for all administrative functions as assigned by the Executive Director. This position includes responsibilities related to donor management, volunteers, fundraising, grants, volunteer appreciation, insurance renewal, social media. The incumbent will work closely with the site lead, financial administrator, and fundraising committee, as well as partner organizations, and other OT and 1JustCity staff.

**Duties and responsibilities**

**Donor Care**
- Ensures proper tracking is completed for on-line transactions to ensure proper recording and acknowledgement of donations
- Records Canada Helps and Zeffy donations according to the categories identified by the Executive Director
- Ensures donation receipt forms and cheque request forms are printed and available to donors, staff and volunteers
- Ensures timely recognition and acknowledgment of donations
- Manages thank-you notes to donors

**Grant Submission/Reporting**
- Ensures proper and timely reporting of grants is completed and a schedule is kept for all reporting dates and requirements
- Keeps track of intake deadlines for grant submissions and reporting deadlines, making sure submissions and reports are completed and submitted on time
- Arranges for letters of support needed for grants
- Seeks out appropriate grants for possible funding and makes inquiries and contact with grantors as required
- Ensures staff know what data is required to be kept for reporting purposes and that monthly reports are received
- Obtain quotes for grants, equipment and labour

**AGM**
- Identifies items that need to be tracked for Annual Report
- Drafts Annual Report for approval by the Executive Director and ensures needed reports are submitted and included in the report
- Manages proper notification of AGM - sends out notices, receives RSVP’s and creates

Agenda, Motion Sheet, and Script as needed, arranges for food, videos, reports

**Hiring/Orientation & Training**
- Sets up volunteer files, ensuring all needed information is recorded
- Ensures new volunteers and staff have an orientation scheduled and have received policies and procedures and safety information relating to their position
- Tracks and arranges for volunteer and staff mandatory training
- Participates in the planning and implementation of the Volunteer Appreciation Event
- Ensures all staff receive a letter of appointment and job description prior to beginning work
- Ensure all absences are recorded and coded properly for payroll purposes
- Acts as a backup for payroll if Finance Administrator is unexpectedly absent

**Fundraising**
- Sits on the Fundraising Committee and provides support for on-line and event fundraising activities
- Ensures fundraising activities are advertised directly to donor base as well as on appropriate social media outlets
- Arranges for post-event reports from Financial Administrator showing income and expenses for events and initiatives

**Communication**
- Ensures newsletters, appeals, and other communication as needed is sent to the right demographic at the right time
- Responsible for coordinating the use of newsletters, letters to segments of donors, and appeals letters to communicate relevant information to our contacts
- Manages ad campaigns
- Writes copy for posts, blogs, and other communication needs
- Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses for ED approval as needed
- Will manage queries for information and ensure the right person is contacted for followup if required

**Administrative Responsibilities**
- Order and distribute supplies and equipment
- Prepares video and other presentations as required
- Provides on-going communication to volunteers/donors (newsletters)
- Keeps mailing list up to date
- Manages the