Admin. & Internal Communications Manager

Found in: Talent CA C2 - 2 weeks ago

Kelowna, Canada The Salvation Army Full time

Description

The Admin and Internal Communications Manager supports the Ministry Unit by providing high-level oversight of internal communications and direct supervision to all Admin Assistants and Admin & Finance Coordinator.

HOURS:

40 hours per week Usually Monday thru Friday, 8:30am – 5:00 pm. Some flexibility will be expected.

KEY RESPONSIBILITIES:

Serves as a member of the Management Team for OC3. Working in cooperation with THQ IT department, oversees all administrative procedures and practices and IT-coordination matters for the MU. Coordinates administrative work and processes for three locations. Works with the Property Coordinator to assess electronic security monitoring needs, secures vendor quotes, and make recommendations for upgrades/replacements to the Management Team, as needed. Supports the Missional Thrift Stores both with their POS systems and LBoss tagging stations. Creates and manages internal communication practices (paper and electronic) that serve the MU and its mission partners effectively, contributing to strong mission impact and ensuring ready connectivity between the MU’s three mission sites and all mission partners. Promotes the MU’s maximization of on-line communication resources (i.e., Teams, Outlook, SharePoint) and supports the end-users. Working with the Director’s Team and Management Team, develops ongoing IT training plans for the MU. Ensures training tools offered by THQ are utilized effectively. Supplements these training offerings with local, hands-on training/coaching and general support. Reviews formal grant applications (internal and external) and completing follow-up reporting requirements, as directed by the Operations Director. Provides support with financial statements and General Ledger monitoring and other basic accounting requests in the absence of the Admin & Finance Coordinator as well as provides review and assistance with escalated questions. Responsible for tracking warranty, software uploading, and basic maintenance of all laptops, printers, cell phones for the MU. Arranges for the replacement of IT/Communications equipment, as required by mission partners, in accordance with internal IT policies and procedures. Oversees timely submission of ‘Requests for User Provisioning’ forms for all mission partners. Continually assesses phone services for the MU, seeks vendor quotes when needed, and makes recommendations for upgrades/replacements to the Management Team in a timely manner. Coordinates drafting and distribution of a regular OC3 newsletter that fosters strong information-sharing, general reporting and enhanced encouragement/support across the three MU sites. Supports the Director’s Team and Management Team by co-coordinating planning for inter-site meetings and/or training events, as recommended by leadership. Supports MU-wide on-boarding/training on internal computer programs (Link2Feed, SAMIS, Shelby, etc.) to support optimum mission effectiveness. Supports the MUs transition to new internal IT programs being introduced as part of Accelerate25. (i.e., Workday, Salesforce). Responsible for the direct recruitment, on-boarding, training, supervision, performance management, discipline and termination of 3 Administrative Assistants and Admin & Finance Coordinator for three ministry sites. Meets with each incumbent on a regular basis to discuss responsibilities and concerns and collaboratively identify solutions that will ensure ongoing mission effectiveness. Assumes responsibility for conducting PEAC review (performance evaluation and coaching for direct reports. Provides in-scope functional advice to mission partners on Administrative and IT/Internal Communication matters. Contributes to the development of MU annual budgets by identifying upcoming computer/phone equipment needs (i.e., warranty tracking) and other office inventory and equipment. Supports the Property Coordinator in maintaining a current inventory of all communications/IT equipment. Works with Mission partners, community, and partners to continually create and develop best practices and new initiatives that achieve excellence in communication across the entire ministry unit. Performs other work-related duties as assigned.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

Completion of a formal College/University program of two academic years in a relevant field of study is required (Business Administration, Office Administration, Finance, etc.). Alternate combination of education and experience may be considered.

PREFERRED SKILLS/CAPABILITIES:

A minimum of 5 years of related admin experience including at least 2 years of experience in Internal Communications.

Successful candidates, prior to hiring, may be required to provide:

Background check consent A clear vulnerable sector screening Completion of our online Praesidium Child Abuse Prevention Training, Respect in the Workplace, Health and Safety training, and other required training

Due to the nature of this position flexibility in days and hours is required.

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