Administration 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 world-wide Christian church each year we help more than 2 million people providing necessities such as food clothing and 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:

Key Accountabilities

1. Administrative Support

• Provide direct administrative support to the Executive Director and Business Manager.
• Manage the Executive Directors calendar including scheduling meetings coordinating travel and preparing meeting materials.
• Draft lease agreements correspondence reports statements forms and other documents as required by the Executive Director and Business Manager.
• Maintain office supplies inventory process orders and coordinate office equipment servicing.
• Coordinate logistics for internal meetings including preparing agendas sending calendar invites setting up rooms or virtual calls and taking minutes.
• Draft and prepare presentations communications materials and promotional content.
• Maintain organized filing systems (electronic and paper) and ensure records are properly archived.
• Process incoming and outgoing mail and correspondence.
• Respond to telephone in-person and electronic inquiries redirecting as necessary.
• Provide administrative support for departmental events volunteer coordination and special projects as directed.
• Assist with the administrative-related tasks pertaining to letters policies etc.

2. Financial Administration

• Process and submit invoices and purchase orders as directed by the Business Manager and/or the Executive Director.
• Assist with payroll-related tasks and track staff wages as needed into the established methods.
• Perform accurate data entry in coordination with the Business Manager.
• Support the Business Manager with managing parent accounts and childcare fee tracking using the internal Childcare Management System.
• Deposit cheques issue receipts and maintain accurate financial documentation.
• Liaise with the Finance Department and Business Manager to support financial compliance and reporting requirements.

3. Coordination & Scheduling

• Provide scheduling support for meetings and departmental activities in collaboration with the Executive Director and Business Manager.
• Assist in planning and coordinating special events summer programs enrichment workshops training sessions and family engagement activities.

4. Relationship Management

• Act as a primary point of contact for vendors and select internal departments on behalf of the Executive Director and Business Manager.
• Support communication and coordination between the Executive Director Business Manager Centre Supervisors and the Finance team.
• Provide courteous and professional service when interacting with parents/guardians vendors and community partners.

Managerial & Technical Responsibilities

• Reports directly to: Executive Director of GTA Childcare Services

(with functional support to the Business Manager)

• Direct Reports: None
• Provide guidance to operational staff (Childcare Centre Supervisors and their staff) regarding office procedures.

Working Conditions

• Primarily hybrid within the departmental administrative offices (Childcare Centre Offices).
• May occasionally travel between childcare sites for meetings or support tasks.
• May interact with upset clients/parents; must respond with professionalism and discretion.
• Occasional light lifting (up to 20 lbs).

Education Qualifications and Certifications

• Post-secondary education in Business Administration Finance Office Administration or related field (or equivalent experience).
• Office Administration Diploma an asset.
• Vulnerable Sector Screening required.
• Willing to obtain the Emergency First Aid with Level C CPR on an annual basis with the department.

Experience and Knowledge

• Minimum 2 years of administrative and/or financial coordination experience.
• Strong proficiency in Office365 particularly Teams Outlook Word Excel.
• Experience with administrative tasks payroll systems financial reporting or childcare management systems is an asset.

Skills and Capabilities

• Exceptional attention to detail and accuracy.
• Excellent time-management and organizational skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• High level of discretion and professionalism.
• Strong interpersonal skills and a collaborative work style.
• Sound judgment and problem-solving abilities.

The above responsibilities must be discharged in accordance with The Salvation Armys Mission Statement in a professional manner upholding our code of conduct.

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.