Administrative and Volunteer Coordinator East Campus

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:

Position Purpose Summary:

This position is primarily responsible for overseeing the daily business operations of reception volunteers food distribution programs and special events at the East Campus. Ensures policies practices and procedures are understood and followed by reception staff volunteers clients and stakeholders.

Accountabilities:

1. Administrative/Coordination Support:

• Performs general office duties such as answering the phone greeting clients photocopying and distributing materials sending and receiving documents and resolving routine inquiries.

• Prepares and distributes agendas takes minutes and distributes minutes for various committees as assigned by the Family Program Manager.

• Provides leadership and coordinates Special Events at East Campus as assigned; may include scheduling and attending meetings preparing promotional material ordering supplies and coordinating logistical matters this includes adherence to timelines to service delivery.

• Supports Family Program Manager in the organization and execution of Food Distribution Programs. This includes coordination of vendors volunteers and staff in inventory management.

• Opens and distributes incoming mail and processes outgoing mail which may be of a confidential nature; receives parcel(s) and distributes to the appropriate person(s).

• Orders office and other supplies as needed through the internal ordering protocols (e.g. kitchen or lunchroom supplies); ensures supply areas are organized.

• Operates pallet stackers pallet jacks and other material handling equipment; training will be provided.

• Must be able to lift and move materials up to 25 lbs and stand for extended periods of time.

• Arranges for maintenance of the office equipment.

• Maintains filing system and generates reports as required.

• Liaises with internal/external sources to complete required job tasks.

• Coordinates all room bookings within East Campus; this includes internal and external booking setup requirements insurance requirements collection of fees etc.

• Prepares reports and briefs for management as required. Prepares and receives all paperwork for various projects and processes and contracts.

• Updates program schedule on website calendar.

• Gains proficiency in Community Services (Calgary) software programs to support services.

• Attends meetings/events/committees as required by the Family Program Manager.

• May develop required forms for program/service delivery.

• Performs other related tasks as assigned.

2. Team Coordination:

• Supports Family Program Manager by providing operational oversight to reception team.

• Supports Family Program Manager with hiring qualified staff and that staff have the skills and resources to do their jobs.

• Supports Family Program Manager with tracking completion of mandatory training certifications and other training required to effectively perform duties and/or meet legislative requirements.

• Coordinates all arrangements and scheduling to support staff training and development.

• Ensures East Campus reception is fully staffed.

• Provides administrative and coordination support to the manager in supervision and performance management and with probationary and annual performance reviews as requested and assigned.

• Provides support with approval of timesheets in the payroll system for employees to ensure accuracy is maintained and identify and discrepancies to manager as required. May also support approval of vacation and sick time changes required.

3. Volunteer Coordination:

• Ensures that volunteers are effectively utilized supported evaluated and retained.

• Provides a welcoming environment for volunteers by greeting volunteers upon arrival and providing introductions.

• Oversees volunteer sign-in and sign-out procedures.

• Directs volunteers to their assigned task areas and provides clear instructions on tasks to be completed.

• Acts as the on-site point of contact for volunteers once intake requirements (paperwork and administrative processes) have been completed and the volunteer is scheduled for a shift.

• Acknowledges and thanks volunteers upon completion of their shift.

• Conducts brief check-ins to gather feedback on the volunteer experience noting any concerns and communicating relevant updates or issues to the Volunteer Services team.

• Ensures volunteers sign out appropriately and returns any borrowed materials or equipment.

WORKING CONDITIONS:

• Work typically takes place in an office and warehouse within a community-based center.

• Working Hours 40 hours per week Monday to Friday 10:00 am - 6:30pm with working some later evenings and Saturdays.

• Will be required to operate pallet stacker and pallet jack. Training will be provided.

• Will need to be willing and able to lift and move materials up to 25lbs and stand for extended periods of time.

Education and Experience Qualifications:

Education Qualifications and Certifications:

• Completion of a formal post-secondary program of two years in a related field. Alternate combination of education and experience may be considered.

• Police Information Check (PIC) with Vulnerable Sector Search

• Child Intervention Check

• Basic First Aid

Experience and Skilled Knowledge Requirements:

• At least three years of prior related experience in a senior administrative position including some supervisory experience.

• Proficient in Microsoft Office (WORD Excel PowerPoint Outlook Access and MSTeams).

Skills and Capabilities:

• 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 Act and Regulations and abide by The Salvation Armys health

• and safety policies and procedures.

• Attention to detail problem-solving and analytical skills.

• Excellent verbal and written communication skills; able to provide support team with the knowledge skills and abilities to accomplish their work; ability to develop and maintain effective relationships with others.

• Strong time management skills and ability to prioritize tasks.

• Able to multitask and be flexible to change tasks without prior notice.

• Strong decision-making and organizational skills.

• Ability to work cooperatively in a team setting and lead the team.

• Demonstrate a high level of integrity good judgment and ability to maintain appropriate confidentiality.

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.