JOB POSTING
AGENCY ADMINISTRATIVE COORDINATOR
FULL TIME TERM POSITION
Position will be reviewed prior to end of term and may become permanent
35 HOURS PER WEEK
This position is responsible for the provision of a comprehensive set of support functions for the Executive Director, the Boards of Directors, Finance and Human Resources, and other areas of management as needed. This may include management of the executive director’s schedule, minute taking, organizing and maintaining electronic and paper files and databases, overseeing and updating policies and procedures, data entry (financial), and compilation of statistics and reports.
QUALIFICATIONS:
Education and Experience
Degree or Diploma in Business or Office Administration; preference will be given to Accounting majors
Three to Five years experience in an administrative support position (health care or not for profit preferred)
Or equivalent combination of education and experience
Technical and Professional Skills
Proficiency with computerized systems (Microsoft Excel, Word, PowerPoint, Publisher and Outlook application software) and experience with e-mail and computerized calendars is essential.
Proficient in using a computerized accounting package, preference to those with experience using Microsoft Dynamics GP
Proficiency in electronic (database) record keeping and document management
Experience compiling statistics and entering financial data
Proven proficiency in creating, editing and formatting detailed documents, reports and presentations
Experience in scheduling and coordinating meetings; recording and preparing minutes and agendas
Good focus on process and detail
Experience developing and overseeing policies and procedures
Skilled communicator with excellent oral and written communication skills and the ability to communicate with all levels of people in a diverse organization
Proven ability to manage numerous tasks and projects simultaneously and coordinate, allocate and monitor the completion of administrative work
Leadership Skills:
Motivated, self-starting, detail oriented and exceptional organization and time management skills
A hands-on, forward-thinking planner and problem solver, capable of anticipating and dealing with challenges proactively
A team player that willingly and enthusiastically provides support and mentorship as required
Ability to handle highly confidential material and matters
RESPONSIBILITIES:
Reporting jointly to the Executive Director and the Director of Finance and Human Resources, and working in conjunction with the Director of Administration for Klinic. The job duties include:
Finance and Administrative Support
Data entry and support for accounts payable and receivables, donations, journal entries, cheques, receipts, and bank deposits
Compile and enter statistics for reporting (from various sources such as EMR, Google and iCarol)
Manage office ordering of supplies and materials and distribute/prepare as required
Oversees maintenance, readings, and use of administrative office equipment including photocopier, computers and phones (SERC only)
Reception and call management duties when required
Executive Administrative Support
Maintain Executive Director’s calendar and ensure that all pertinent material/ information is available and organized
Organize and prioritize independently, the secretarial/administrative activities for the Executive Director and ensure that all work is completed within established timeframes
Prepare notices of assigned meetings, agendas, minutes and relevant background information and distribute in a timely manner (this may include Board meetings, committee meetings, management meetings and staff meetings depending on organizational need). Attend meetings, as required, to record minutes and follow-up on items resulting from the meetings.
Coordinate the development and utilization of administrative resources (e.g. shared drive), reporting systems, and organizational policies and procedures
Assist in the preparation of proposals, reports and additional documentation as required
Assist in development, formatting and proofreading a variety of material including: correspondence, minutes, agendas, policies, procedures and presentations.
Design templates, spreadsheets and form letters
Support external communication through management of mailing lists and software, both electronic and non-electronic.
Program Support
Accomplish department and organizational mission by ensuring work and flow of information is performed accurately, efficiently and expeditiously, and in ways that optimally support both Management Teams’ efforts to achieve organizational objectives most effectively
Resolve administrative problems by analyzing information, and identifying and communicating solutions
Organize, prioritize and allocate the secretarial/administrative requests and activities for SERC; and do so in conjunction with the Director of Administration for Klinic.
Other
May be required to perform other duties and functions related to this job description not exceeding above stated skills and capabilities
Administrative Responsibility and Accountability
Provide supervision, mentorship, orientation, observational and participation opportunities to students, volunteers and clients ensuring that program goals and objectives are met
Maintain productivity standards and practices, effective time management and prioritization of work
Complete relevant administrative functions and documentation (i.e. educational requests, vacation requests, incident reports, and expense accounts)
Actively participate in relevant meetings and committees
Participate in the orientation and training of new staff and volunteers when relevant
Demonstrate discretion and tact when dealing with highly confidential materials and matters
Other related duties as assigned by, and negotiated with, the Management Team
WORKING CONDITIONS:
This job, which is primarily located at the SERC Winnipeg office, requires sitting at a computer desk and terminal to complete the majority of the work. It also contains some components that require mobility throughout the building.
STARTING SALARY RANGE: $25.610 to $28.644 per hour
DURATION OF TERM: Date of hire to June 30, 2017 (may become permanent)
HOURS OF WORK: Monday to Friday 8:30am to 4:30pm (some evenings and weekends may be required
PLEASE SUBMIT RESUME BY May 24, 2016 TO:
Nicole Chammartin, Executive Director
Sexuality Education Resource Centre MB
200 – 226 Osborne Street N. Winnipeg, MB R3C 1V4
Email: jobs@serc.mb.ca
