Administrative & Office Coordinator

Stigma-Free Mental Health Society; Canada; Remote; CAD 60,000 - 66,000; Full time

Benefits offered by this job

Extended health and dental benefits

Vacation days (10/year)

Equipment provided

Remote work environment

Job summary

The Stigma-Free Mental Health Society is seeking an Administrative and Office Coordinator to join our remote team. This full-time role provides direct administrative support to the CEO and reports to the Operations Manager, with a 3-month probation and 9–5 PT schedule.

Work from anywhere in Canada, 40 hours weekly, with compensation of CAD $30/hour ($62,400/year) and 10 vacation days. Benefits after probation include extended health and dental. Equipment provided for remote work.

Qualifications

• Post-secondary education in administration, business, nonprofit management or a related field, or an equivalent combination of education and experience
• A minimum of three years of relevant administrative or office coordination experience
• Nonprofit or charitable-sector experience considered an asset
• Strong organizational, time-management and record-keeping skills
• Excellent written and verbal communication skills
• Strong attention to detail and a demonstrated ability to handle confidential and sensitive information with professionalism
• The ability to work independently, manage competing priorities and meet deadlines in a remote environment
• Proficiency with Zoom, Microsoft Excel, Adobe Acrobat/PDF, SharePoint, OneDrive, CRM databases, records-management systems, and Microsoft Forms or Google Forms
• Knowledge of privacy and intellectual-property legislation
• Completion of required FOIPPA training modules
• Reliable high-speed internet access

Responsibilities

• Maintain organized remote filing and records-management systems
• Maintain the Society’s forms library, primarily using Microsoft Excel and Adobe Acrobat
• Maintain organizational registers, including memoranda of understanding, policies, receipts and other administrative records
• Review and update administrative systems and processes
• Identify opportunities to improve administrative efficiency through the effective use of technology
• Provide day-to-day administrative support to the CEO and Operations Manager
• Manage the [e-mail] email account
• Manage website form updates, policy updates and other routine administrative website changes
• Prepare PowerPoint presentations and other materials for staff as required
• Perform other related duties assigned by the CEO
• Manage the CEO’s calendar and coordinate appointments
• Provide direct administrative support to the CEO
• Coordinate travel arrangements and process travel requests and reimbursements for the CEO and staff
• Support the CEO with administrative tasks related to staff management
• Review employment and contractor agreements for administrative accuracy, format documents and coordinate signatures
• Identify and share relevant community speaking, media, award and recognition opportunities for the CEO and SFMHS staff
• Coordinate meeting logistics and support the effective operation of staff meetings
• Attend meetings and prepare accurate minutes as required
• Prepare minutes for Board of Directors meetings
• Coordinate and participate in virtual SFMHS events, including fundraising events, annual general meetings and other organizational events
• Assist with event planning, scheduling, registration and bookings as required
• Maintain required corporate information with the BC Registry, Alberta Registry, Saskatchewan Registry and any other applicable provincial registries, including updated director information
• Support the onboarding and offboarding of employees and contractors by coordinating documentation and the flow of required paperwork
• Maintain organized and confidential personnel documentation
• Coordinate the administration of the employee benefits program and confirm eligibility requirements
• Assist with administrative processes related to staff and contractor management
• Coordinate semi-monthly payroll information and submit the required payroll records to the Society’s bookkeeper
• Coordinate the Society’s semi-monthly accounts-payable process according to established schedules
• Collect and securely maintain banking information required for electronic payments
• Maintain the Society’s deposit log and ensure revenue is recorded against the correct funding streams
• Issue charitable tax receipts as required
• Maintain the charitable receipt log and support reconciliation with the Society’s annual T3010 charity information return
• Contribute administrative information to the Society’s annual report and required charitable reporting documents
• Provide administrative support for grant applications, reporting and related documentation
• Maintain and update the Keela nonprofit database
• Assist with program-related insurance processes and conduct an annual review of insurance requirements
• Provide administrative and scheduling support to the Society’s programs as required

Skills

Strong organizational skills

Time-management

Record-keeping

Excellent written and verbal skills

Attention to detail

Independent work capability

Education

Post-secondary education in administration or related field

Tools

Zoom

Microsoft Excel

Adobe Acrobat/PDF

SharePoint

OneDrive

CRM databases

Records-management systems

Microsoft Forms

Google Forms

Job description

About the Stigma-Free Mental Health Society

The Stigma-Free Mental Health Society is a dynamic, mission-driven Canadian charity dedicated to fostering inclusive, supportive and empowered communities free from stigma.

As we continue to expand our reach and deepen our impact nationwide, we are seeking a professional, highly organized and dependable Administrative and Office Coordinator to join our remote team.

This full-time position reports to the Operations Manager and provides direct administrative support to the CEO.

Position Details

Position: Administrative and Office Coordinator
Employment type: Full-time employment
Location: Remote within Canada
Hours: 40 hours per week, Monday to Friday
Regular working hours: 9:00 a.m. to 5:00 p.m. Pacific Time
Compensation: $30 per hour, equivalent to $62,400 annually
Vacation: 10 paid vacation days annually
Benefits: Extended health and dental benefits after 3-month probation
Equipment: Computer and phone provided
Probationary period: Three months

Qualifications:

The successful candidate will have:

Post-secondary education in administration, business, nonprofit management or a related field, or an equivalent combination of education and experience

A minimum of three years of relevant administrative or office coordination experience

Nonprofit or charitable-sector experience considered an asset

Strong organizational, time-management and record-keeping skills

Excellent written and verbal communication skills

Strong attention to detail and a demonstrated ability to handle confidential and sensitive information with professionalism

The ability to work independently, manage competing priorities and meet deadlines in a remote environment

Proficiency with Zoom, Microsoft Excel, Adobe Acrobat/PDF, SharePoint, OneDrive, customer relationship management databases, records-management systems, and Microsoft Forms or Google Forms

Knowledge of privacy and intellectual-property legislation

Completion of required FOIPPA training modules

Reliable high-speed internet access

Key Responsibilities

Office Administration and Systems

• Maintain organized remote filing and records-management systems
• Maintain the Society’s forms library, primarily using Microsoft Excel and Adobe Acrobat
• Maintain organizational registers, including memoranda of understanding, policies, receipts and other administrative records
• Review and update administrative systems and processes
• Identify opportunities to improve administrative efficiency through the effective use of technology
• Provide day-to-day administrative support to the CEO and Operations Manager
• Manage the [e-mail] email account
• Manage website form updates, policy updates and other routine administrative website changes
• Prepare PowerPoint presentations and other materials for staff as required
• Perform other related duties assigned by the CEO

Executive Support

• Manage the CEO’s calendar and coordinate appointments
• Provide direct administrative support to the CEO
• Coordinate travel arrangements and process travel requests and reimbursements for the CEO and staff
• Support the CEO with administrative tasks related to staff management
• Review employment and contractor agreements for administrative accuracy, format documents and coordinate signatures
• Identify and share relevant community speaking, media, award and recognition opportunities for the CEO and SFMHS staff

Meetings, Governance and Events

• Coordinate meeting logistics and support the effective operation of staff meetings
• Attend meetings and prepare accurate minutes as required
• Prepare minutes for Board of Directors meetings
• Coordinate and participate in virtual SFMHS events, including fundraising events, annual general meetings and other organizational events
• Assist with event planning, scheduling, registration and bookings as required
• Maintain required corporate information with the BC Registry, Alberta Registry, Saskatchewan Registry and any other applicable provincial registries, including updated director information

Human Resources and Benefits Administration

• Support the onboarding and offboarding of employees and contractors by coordinating documentation and the flow of required paperwork
• Maintain organized and confidential personnel documentation
• Coordinate the administration of the employee benefits program and confirm eligibility requirements
• Assist with administrative processes related to staff and contractor management

Finance and Charitable Administration

• Coordinate semi-monthly payroll information and submit the required payroll records to the Society’s bookkeeper
• Coordinate the Society’s semi-monthly accounts-payable process according to established schedules
• Collect and securely maintain banking information required for electronic payments
• Maintain the Society’s deposit log and ensure revenue is recorded against the correct funding streams
• Issue charitable tax receipts as required
• Maintain the charitable receipt log and support reconciliation with the Society’s annual T3010 charity information return
• Contribute administrative information to the Society’s annual report and required charitable reporting documents

Programs, Grants and Communications

• Provide administrative support for grant applications, reporting and related documentation
• Maintain and update the Keela nonprofit database
• Assist with program-related insurance processes and conduct an annual review of insurance requirements
• Provide administrative and scheduling support to the Society’s programs as required

Conditions of Employment

• The successful candidate must be legally entitled to work in Canada
• Employment is subject to the satisfactory completion of a three-month probationary period
• References will be requested from candidates who advance in the selection process
• A satisfactory police record check will be required following a conditional offer of employment
• The successful candidate must be available to work the regular schedule of 9:00 a.m. to 5:00 p.m. Pacific Time, Monday to Friday

The Stigma-Free Mental Health Society is committed to fostering an inclusive and respectful workplace. We welcome applications from qualified candidates of all backgrounds and lived experiences. Accommodation is available throughout the recruitment process upon request.