Office Administrator

Are you an organized, financially savvy administrator who wants to make a difference in the lives of vulnerable youth? The Old Strathcona Youth Society is looking for an Office Administrator to support our Executive Director and keep our operations running smoothly.

ORGANIZATIONAL OVERVIEW:

The Old Strathcona Youth Society is a non-profit low-barrier drop-in center that supports unhoused and vulnerable youth between the ages of 14 and 24. Supporting Edmonton youth for the past 25 years, OSYS provides non-judgmental, trauma-informed access to basic needs items, services and referrals. Taking a relationship-based approach to providing care, the OSYS team believes that healthy communities start with healthy, meaningful connections. With this in mind, OSYS is committed to ensuring that the center is a place where youth feel safe and supported.

MISSION STATEMENT:

To provide purposeful resources and create a safe and supportive environment that fosters youth empowerment and development.

ROLE:

This role offers administrative support to the Old Strathcona Youth Society (OSYS). In this full-time role you will manage day-to-day administrative tasks and take on some accounting and reporting duties – from tracking budgets in Excel to preparing financial information for donor reports. Join a purpose-driven team where your skills in organization and communication will directly contribute to positive change for at-risk youth in our community.

REPORTS TO: Executive Director & Program Coordinator

COMMITTMENT TO EQUITY AND INCLUSION

OSYS is committed to equity and inclusion and strongly encourages applications from Indigenous peoples and other BIPOC, persons with disabilities, LGBTQ+ individuals, and those with relevant lived experience.

SALARY & BENEFITS:

• Position Type: 1 Year fixed term contract with possibility of renewal.
• Time: EFT 1.0 of 37.5 hour week
• Salary: $50,700.00
• Health Benefits, Sick Days, & Vacation

WORK LOCATION:

• Located at Ave

START DATE:

• Immediately

REQUIRED AVAILABILITY:

• Monday to Friday
• Days & some evenings

DUTIES AND RESPONSIBILITIES:

Financial Assistance:

• Budget tracking: Use Excel to monitor and track budgets and expenditures, keeping up-to-date spreadsheets of program and operational budgets. Provide regular budget status updates to the Executive Director and alert the team to any variances or concerns.
• Grant support: Assist in the preparation of grant reports and proposals by compiling financial data or statistics required by funders.
• Vendor coordination: Source and coordinate with vendors for purchases of supplies, equipment, and building maintenance services, ensuring cost-effectiveness and staying within budget.

Coordination and Communication:

• Executive support: Assist the Executive Director by preparing and editing internal/external documents and reports (including the monthly donor newsletter), and by exercising initiative to keep operations running smoothly.
• Scheduling and meetings: Coordinate internal and external meetings, prepare agendas, and take minutes as needed.
• Internal communication: Assist in coordinating internal and external meetings, including preparing agendas and taking minutes, and assist with drafting announcements or updates.
• Social media updates: Assist with posting updates and notifications on OSYS social media accounts to engage the community.
• Other duties: Perform other related administrative tasks as assigned, demonstrating flexibility and teamwork in a non-profit environment.
• Oversee incoming and outgoing mail, email, and voicemails; ensure communications are logged and directed per OSYS policies.

Clerical Duties:

• Records management: Maintain organized filing systems for both digital and physical documents, especially financial records, to ensure easy retrieval.
• Data entry: Perform accurate data entry for financial and operational data, maintaining a high level of attention to detail in all records.
• Office management: Order and manage office supplies and liaise with vendors for office equipment or maintenance needs.

QUALIFICATIONS:

Education:

• A bachelor's degree in business administration or a related field is preferred. Equivalent experience will also be considered.

Experience and Qualities:

• Must have high proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) with a strong emphasis on Excel.
• Knowledge and experience in Canva, Adobe Acrobat, and an asset.
• Previous experience working in a corporate or executive office environment.
• Exceptional interpersonal, verbal, and written communication skills, including the ability to deal with difficult situations.
• Maintain a high-level of discretion relating to confidential information including the ability to work well under pressure and manage sensitive subjects
• Excellent organizational and time management skills including the ability to prioritize tasks and meet deadlines.
• Strong attention to detail and accuracy
• Project management experience is an asset.

Record Checks & Work Requirements

• Security clearance: Must provide a clear Criminal Record Check with Vulnerable Sector screening, as well as an Intervention Record Check (completed within the last 6 months) as a condition of employment.

• Work conditions: Ability to work on-site at our Edmonton office Ave) with some potential for remote work. Standard office conditions: occasional lifting of supplies or small office equipment may be required.

• Valid Driver's License and reliable vehicle.