Administrative Coordinator

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 worldwide 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 valuesbased 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:

The Admin Coordinator provides efficient accurate confidential support to Harbour Lights administrative team. The Administrative Coordinator plays a key role supporting team/committee meetings preparing and processing documents local onboarding of new employees coordinating the flow of information and maintaining critical administrative processes.

Responsibilities are allocated approximately 15% to the finance team 15% to community engagement 30% to the general administration and 40% to human resources administrative support. The Admin Coordinator reports to the Director of Administration but takes extensive direction from the HR Business Partner and may also take direction from the Finance Assistant Senior Accountant Director of Residential Programs and Executive Director.

Accountabilities:

General Administration and Coordination (30%)

• Performs general office duties such as answer and screen telephone and direct and answers inquires; greet and escort visitors; resolve routine inquiries.
• Takes minutes at management meetings (and other meetings as required) and ensures timely distribution.
• Maintains and distributes an uptodate internal contact list; may assist MU Leaders with maintaining MU contact lists including suppliers community partners leases etc.
• Supports MU Leaders with preparing or collecting paperwork for projects and processes and generating reports scheduling reminders documents etc. as requested.
• Maintains inventory documentation and coordinate annual inventory process including administrative support to the Director of Environment Services IT Support and other parties to ensure timely and accurate completion.
• Maintains Admin supply room inventory and place supply orders when necessary; collaborates with finance team to ensure supply documentation is complete.
• Ensures notice boards in Admin Office are regularly maintained and updated with current information.
• Receives sorts logs and distributes incoming mail; process outgoing mail including materials of a confidential nature; receive parcel(s) and distribute to the appropriate person(s).
• Organize and file documents electronically or manually; photocopy and distribute materials as requested; and send and receive fax/email material as requested.
• At the request of a Director may create administrative templates for all departments and/or assist with documents/reports/spreadsheet creation etc.
• Prepares PowerPoint presentations (e.g. general staff meeting slides etc.) and assists with meeting/presentation facilitation.
• Supports the Executive team and managers with Standards of Excellence document and review preparation.
• Coordinates internal document distribution and signoff processes including annual policy manual updates and reviews.
• Consolidates and enters monthly program and administrative statistics into SAMIS.
• Represents the Administrative and Community departments on the health & safety committee (JOSH) and wellness committee.

Human Resources (40%)

• Works closely with the Harbour Lights HR Business Partner (HRBP) and THQ HR teams to refer matters to appropriate contacts to ensure highquality efficient service for employees and managers.
• Facilitates orientations of new employees including arranging required online trainings signoff of policies review of employee handbook creation of staff ID and any other required components of onboarding process.
• Collaborates with the HRBP and departmental managers to schedule and document required onthejob orientations mandatory trainings and professional development.
• May provide administrative support and coordination to HRBP and departmental managers in initial phase of investigations into general workplace complaints and workplace conflict.

• Creates and maintains paper personnel files; ensures all necessary documents are on file and updated with changes in status.
• Maintains employee training records and other databases.
• Tracks completion of documents required by The Salvation Armys annual performance evaluation and coaching (PEAC); follows up with managers on completion of PEACs; ensures PEACs are filed appropriately (digitally and on personnel file).
• May assist with reporting data collection and other tasks required for WorkSafeBC or other third parties including preparation and distribution of workplace liability reports.
• Maintains the HL incident reporting database.
• Supports managers and/or HRBP with local documents for hiring processes (postings reference checks etc.) and employee life cycle (offer letters status changes etc.) under the direction of the HRBP.

• Provides any local / onsite support required for the accurate timely administration of employee benefit programs Criminal Record Review Program applications/results and other critical processes
• Responds to general HRrelated inquiries and coordinates flow of inquiries received by Harbour Lights generic HR email address.

• Supports frontline staff in accessing HR Service Centre and other HR resources.

Financial Administration (15%)

• Assists finance team with monthly reconciliations (e.g. petty cash gift cards safe log)
• Supports finance team with banking activities including deposit preparations bank visits etc. as needed
• Assists finance and management teams with annual budget preparations and monitoring expenditures to ensure compliance.
• Supports finance team with yearend procedures including preparation of file boxes to be moved to storage as per CRA and other regulatory requirements
• Supports external reporting requests as needed.

Community (15%)

• Processes monetary donations (including cash cheque) issue tax receipts in Shelby and thank you letters and process related reporting and filing.
• Liaises with donors in a pleasant manner through phone and email regarding donations and tax receipting.
• Assists the Community Engagement Coordinator with the creation of document briefs Excel spreadsheets used for volunteer statistics analysis and other word processing tasks
• May provide volunteer orientation support for Alumni volunteers
• Represents Harbour Light at community events; supports the Community Engagement Coordinator with event preparation set up take down

This role may perform other duties and other accountabilities as required.

CRITICAL RELATIONSHIP MANAGEMENT
Governance Boards and Councils: none.

May assist the Executive Director with Community Council relationship management such as meeting invitations agendas minutes and document distribution Internal:

• Administrative team: Senior Accountant Payroll & Accounts Payable Specialist Director of Residential Programs Executive Director IT Support Community Engagement Coordinator
• Represents admin department on Joint Occupational Health and Safety committee
• Represents admin department on employee wellness committee
• THQ: HR Business Partner HR Operations and other support departments External:
• Suppliers general public.

MANAGERIAL/TECHNICAL LEADERSHIP RESPONSIBILITY:

• Reports directly to: Director of Administration
• Direct reports for this position: none

FINANCIAL AND MATERIALS MANAGEMENT:

• This position involves cash handling under supervision (e.g. petty cash reconciliations) and in small amounts without supervision (e.g. receiving criminal record check fees from new hires) in accordance with TSA policies.
• This position has limited input into the department budget.
• This position is responsible for maintaining office supplies and may be required to manage other materials with input from the admin team.
• Access to personal and confidential information.

WORKING CONDITIONS:

• This position requires the ability to sit for long periods of time manage frequent interruptions perform significant amounts of computer use (including repetitive data entry) participate inperson and virtual meetings and carry materials weighing up to 20 lbs (e.g. a box of printer paper).
• This position works in an office setting within a residential social service centre in Vancouvers downtown eastside. This role is required to travel within the immediate neighbourhood (e.g. bank post office) regularly.
• This position may work with upset or angry people from time to time. This position has low or no contact with program clients.
• The normal work week is Monday to Friday 8:30 a.m. to 4:30 p.m. This includes 7.5 paid hours and 0.5 hours unpaid lunch break each day.
• This position requires 010% local travel as this position may occasionally support VHL at community fairs/events within the Lower Mainland.

The above responsibilities must be performed in keeping with The Salvation Armys Mission Vision and Values in a professional manner upholding our code of conduct.

EDUCATION AND EXPERIENCE QUALIFICATIONS:

Education Qualifications and Certifications:

• Completion of a formal postsecondary/college program of two academic years in a related field (office administration human resources bookkeeping etc.).
• A diploma in a relevant field of study (e.g. office administration human resources bookkeeping etc.) is an asset
• Criminal Record Review Program clearance

Experience and Skilled Knowledge Requirements

• A minimum of three (3) years of related experience.
• A minimum of two (2) years administrative experience preferably in a nonprofit setting
• At least one (1) year of administrative experience in a unionized environment would be a considerable asset
• At least one (1) year of HRspecific administrative experience particularly with a cloudbased HRIS (e.g. UltiPro Workday) would be a considerable asset

Skills and Capabilities:

• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Intermediate to advanced computer skills particularly Outlook Word and Excel
• Experience with Workday UltiPro or other HRIS is a significant asset Strong attention to detail and accuracy with highvolume data entry
• Exceptional interpersonal and communication skills
• Proven organizational time management and prioritization skills
• Additional language skills are an asset

Compensation:

Placement in the salary range will be based on factors such as market conditions internal equity and candidate experience skills and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email if you have a need for any accommodation and we will be pleased to discuss this with you.