Office Coordinator

POSITION TITLE:Office Coordinator

CLASSIFICATION: Excluded

PROGRAM: Administration

REPORTS TO: Executive Director

JOB SUMMARY:

The Office Coordinator will:

· maintain a variety of systems including administration, internal and external communication, contract documentation, and computers/tech inventory, and

· provide a variety of senior secretarial and clerical duties to the Executive Director, Board of Directors and Management team.

· contribute to the smooth functioning of the general office.

QUALIFICATIONS:

The Office Coordinator will have:

· Grade 12 plus post secondary education in Office Administration and a minimum of four years experience; or

an equivalent combination of education, training, and experience.

SKILLS & KNOWLEDGE:

The Office Coordinator will require:

· excellent communication and interpersonal skills;

· superior organization, prioritization, and motivation skills;

· excellent problem-solving skills;

· the ability to work independently and/or as part of a team;

· the ability to work with people of diverse ages, cultures, and personal situations;

· advanced computer literacy in Microsoft Office programs (e.g. Outlook, Excel, Word), and Canva or similar graphic design software;

· experience navigating and posting and creating content for social media platforms including Facebook and Instagram;

· experience creating digital marketing and informational material;

· experience trouble shooting and resolving basic IT issues;

· experience in preparing reports;

· experience with non-profit management;

· experience in coordinating Board of Directors’ activities including annual general meetings;

· experience in accreditation and embracing performance quality improvement;

· knowledge of internet-based telephone switchboard system;

· a valid driver’s license.

Responsibilities:

The Office Coordinator will:

· Provide a variety of secretarial and clerical duties;

· Support and assist the organization’s Management;

· Input, edit, and retrieve data including word processing, updating information on Sharevision, preparation of reports, graphs, power point presentations, presentation materials, etc. for the Board and Executive Director;

· Collect, research, organize and summarize data for the Management Team, Executive Director and Board of Directors be it contractual, quarterly committees and/or other reports;

· Manage short term projects;

· Manage the creation and implementation of the social media presence for the agency;

· Manage the social media team including collaborating on content development, delegating tasks, creating social media campaigns, and other related duties;

· Oversee the development and creation of agency marketing materials, including printed (e.g. program pamphlets);

· Manage the funding contracts by maintaining a directory and having contracts signed and returned;

· Maintain up-to-date information on the progress of the Executive Director’s projects and respond to inquiries during the Executive Director’s absence;

· Oversee contracts related to the McPhail Hutchison Building (e.g. janitorial);

· Create and implement administration systems under the direction of Management Team;

· Maintain SPCRS policy manual;

· Assist with planning AGM and preparing Board Member onboarding and Board related documents as assigned by the ED;

· Record minutes at the Performance Quality Improvement meeting;

· Assist with promotion of various public relations activities and/or events as required;

· Maintain automated telephone system;

· Assist Department Managers with special projects;

· Maintain administration files, including archive systems;

· Oversee information management systems including Sharevision;

· Provide coverage for administrative assistant/reception when needed;

· Must serve on OSH committee, organize meetings, manage OSH documents and other related duties;

· Manage completion of agency worksite inspections and maintenance including fire extinguish checks, fire safety inspections, furnace/air conditioner maintenance, and other related duties;

· Manage and serve as point of contact for agency Telus services, including cell phones and internet;

· Act as point of contact for Sharevision related matters including trouble shooting, formatting and uploading content;

· Complete reference for HR as requested;

· Digitize and maintain Payroll Binder;

· Provide support for basic Finance and Payroll tasks as requested (e.g. complete cheque run);

· Cross-train to provide back-up support for Finance; and

· Any other duties as required by the Executive Director.

HOURS OF WORK: 35 hours per week, Flexible + WFH options

RATE OF PAY: $28.00 an hour + comprehensive Benefits and Pension plan

CLOSING DATE: April 2, 2024

SUBMIT RESUMES TO:

Tallulah McCullough, Human Resource Coordinator

P.O. Box 713 (10110 - 13th Street)

DAWSON CREEK, BC, V1G 4H7

Fax: (250) 782-4167

E-mail: humanresources@spcrs.ca

· Please include competition #1988 with resume

· Only short-listed applicants will be contacted

· This position is open to male and female applicants

Job Type: Part-time

Salary: From $28.00 per hour

Expected hours: 35 per week

Benefits:

• Casual dress
• Company pension
• Dental care
• Employee assistance program
• Extended health care
• Flexible schedule
• On-site parking
• Paid time off
• Vision care
• Work from home

Flexible Language Requirement:

• French not required

Schedule:

• Day shift
• Monday to Friday

Education:

• Secondary School (preferred)

Language:

• English (preferred)

Work Location: In person

Application deadline: 2024-04-02