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Manager of Strategic and Administrative Services
2 weeks ago
Detailed Job Description
This is a unique opportunity to work with an innovative not-for-profit, in an environment that is committed to working with clients, staff, and community through continuous learning, creativity, and collaboration.
Cool Aid has been operating since 1968. We have close to 400 employees, twelve supportive and affordable housing sites, three shelters, downtown health and dental clinics, and a strong complement of support and outreach services.
Reporting to the CEO, the Manager of Strategic and Administrative Services provides leadership and supervisory oversight to the Administrative team.
This position is responsible for the effective administrative operation of the Society's corporate and service functions. It involves developing, maintaining, monitoring, evaluating, and documenting a wide range of administrative systems and activities. This position also includes oversight of internal and external events and internal communications.
A narrow selection of the larger scope and responsibilities for this position are as follows:
Corporate Services Support
- Oversees and provides direction for all Central Services office administrative duties and ensuring smooth day-to-day operations.
- Organizes office operations and procedures; manages correspondence; designs filing systems; reviews and approves supply requisitions; assigns and monitors administrative functions.
- Manages records administration by establishing procedures for retention, protection, retrieval, transfer, and disposal.
- Supervises administrative department staff.
- Maintains up-to-date calendar of meetings and records, and prepares, transcribes, and maintains agendas and minutes for Senior Managers, the Management Team, Policy Committee, Joint Occupational Health and Safety Committee, Labour Management Committee and other committee and working groups.
- Supports the Policy Committee and coordinates the creation, review, and revision of Society policies.
- Maintains the Society's policy and procedure manual and matrix.
- Assists with and supports office layout planning, reconfigurations, and office moves.
Strategic Planning
- Tracks progress on the annual strategic plan with senior leadership to ensure it aligns with organizational goals.
- Prepares quarterly dashboard updates for the board.
Risk Management
- Manages the Society's Risk Register and provides ongoing support and coordination of the risk management plan within the organization, under the oversight of the CEO and in collaboration with Senior Leadership.
- Improves risk reporting tools for board and executive use.
- Prepares quarterly board briefings on key risk mitigation efforts.
Board Support
- Coordinates board and committee schedules, meetings, and serves as liaison between the board and the organization.
- Prepares and circulates board and committee meeting packages.
- Supports meeting minute documentation.
- Organizes the AGM, including minutes and required government filings.
- Plans annual retreats and tours as needed.
- Maintains the society's membership database and board policy manual.
Events and Communication
- Designs, plans, promotes, and manages corporate engagement meetings and events.
- Designs, organizes, and promotes multiple all-staff events annually.
- Develops and prepares presentations, correspondence, and other content related to events and other initiatives.
- Creates and solicits content for the employee newsletter.
- Responds to general information requests from the public and prepares information packages in collaboration with the Community Engagement Manager.
Qualifications
Education
- Post secondary degree or diploma in Business Administration, Office Management or a related field.
Experience
- A minimum of five (5) years of experience providing senior-level administrative support to executives and senior management.
- Prior experience with risk management and strategic planning is desirable.
- Experience working within the non-profit sector is considered an asset.
Requirements
- Class 5 Driver's Licence with a clear driver's abstract.
- Successful completion of the Ministry of Public Safety and Solicitor General Criminal Record Check.
Job Information
- Salary Range: $85, $92,372.80 annually
- Work Location: 101 – 749 Pandora Ave
- Schedule: Monday to Friday
Work Hours: 8:30 AM to 4:30 PM
Note: Flexibility in work hours may occasionally be required to meet operational priorities.
Weekly Hours: 40
- Union: Exempt
- Benefits: We offer a comprehensive package that includes paid time off, and long-term disability; 100% employer-paid extended health and dental benefits, including coverage for eligible dependents; access to telemedicine services through Sparrow; and our Employee Assistance Program, provided by Kii Health.
- Job Type: Full-Time, Permanent
