Administrative Coordinator - Temporary

salvationarmyca; Vernon; On-site; CAD 35,000 - 45,000; Full time

Job summary

The Salvation Army Canada is seeking an administrative-oriented position to support day-to-day operations, coordinate administrative tasks, and assist with events and campaigns. The role involves coordinating facilities, records, and communications within the unit to ensure smooth operations.

Ideal candidates will demonstrate willingness to support the mission, maintain OH&S compliance, and work effectively with staff, guests, and volunteers in a community setting.

Qualifications

• Willingness to support the mission and OH&S policies.

Responsibilities

• Assist with administrative procedures within MU or department.
• Organize all administrative aspects of the unit and ensures the smooth running of the office.
• Coordinate meeting times, prepare meeting agendas, attend meetings, and record minutes if required.
• Maintain facility and equipment, liaise with service providers for maintenance/repair services.
• Develop supportive relationships and work cooperatively with staff, guests, and volunteers.
• Schedule for MU or facility, monitor scheduling needs and maintain related records.

Job description

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description

Position Purpose summary: The role performs specialized administrative duties, supports the day-to-day operations, provides administrative coordination of the operations' subfunctions (e.g., laundry facilities, food bank, Corps. thrift store, etc.), and supports event and campaign coordination.

Accountabilities

The incumbent may perform all, some, or similar range of duties.

1. 
   

   Administrative Duties:

   
   
   
   
   • Assist with administrative procedures within MU or department.
   
   
   • Organize all administrative aspects of the unit and ensures the smooth running of the office.
   
   
   • Provide administrative and/or special project support as assigned.
   
   
   • Assist MU Leaders with maintaining MU contact lists, including suppliers, community partners, leases, etc.
   
   
   • Responsible for maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt and distribution of requested items (stationary, postage, and photocopier supplies etc.).
   
   
   • Coordinate meeting times, including sending out calendar invites and setting up online video conferencing, prepare meeting agendas, attend meetings, and record minutes if required.
   
   
   • May perform general office reception duties such as answering and screening telephone calls; direct and answer enquiries and inquiries; greet and escort visitors; file documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/e-mail material as requested; drafting and preparing presentations, brochures, flyers, advertisements, invitations, certificates, posters, graphics; resolves routine enquires.
   
   
   • Maintain facility and equipment, including preventative measures, and communicate with service providers to arrange Maintenance:/repair service for MU unit.
   
   
   • Develop supportive relationships and works cooperatively with staff, guests, and volunteers.
   
   
   
   


2. 
   

   General Coordination (e.g., laundry facilities, food bank, Corps. thrift store, etc.):

   
   
   
   
   • Set up client appointments and registers clients for programs, special events, services.
   
   
   • May open and close the facility, monitor the facility, maintain a safe, supportive, and clean environment.
   
   
   • Notify supervisor of issues and prepare incident reports, as required.
   
   
   • Track usage, enter data into the database, log users and/or clients names if required.
   
   
   • Respond appropriately to emergencies.
   
   
   • Develop and document options and recommendations to issues and problems.
   
   
   • Support external reporting requests as needed.
   
   
   
   


3. 
   

   Coordination Support to Events:

   
   
   
   
   • Assist in the planning of events.
   
   
   • Assist in creating posts and posting on social media.
   
   
   • Create spreadsheets, brochures, PowerPoints, and other related documents and program materials for events.
   
   
   • Provide general coordination to volunteers.
   
   
   • May provide administrative support and general coordination for summer camp registration and planning, training, orientation, etc.
   
   
   • Assist with smooth administrative functioning of the kettle fundraising initiative.
   
   
   
   


4. 
   

   Scheduling:

   
   
   
   
   • Responsible for scheduling for a MU, facility, etc., anticipate scheduling needs, and completing all associated record keeping.
   
   
   • Resolve scheduling conflicts by referring to on-call procedures, and availability; validates contacts to ensure compliance with requirements.
   
   
   • Monitor staff availability, absenteeism, and report patterns to department manager.
   
   
   • Create and maintain reporting process of schedule changes, issues, and confirmation of coverage within programs with consideration for budget impact.
   
   
   • Schedule kettle shifts in the Christmas season.
   
   
   • Performs other work-related duties as assigned.
   
   
   
   

Working Conditions

Working environment is typically in the office, at the reception desk, or in a community facility in generally agreeable conditions. May be faced with dealing with aggressive and/or disruptive clients or visitors. Some limited travelling may be required.

Education, Experience, and Qualifications

Willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities. Work in compliance with OH&S Ac