Company Name:
Children's Cottage Society
Approximate Salary:
Not Specified
Location:
Calgary, Alberta
Country:
Canada
Industry:
Other
Position type:
Full Time
Experience level:
2 - 5 years
Education level:
Certification

Office Administrator

This position exists to provide all aspects of confidential administrative support to the Society and the CEO, Development Director, Director of Programs, Director of Finance, Human Resources and Fund Development Manager in order to achieve the goals of the Society.

Qualifications: Completion of a business program or post-secondary education in business procedures and office management

Experience: Minimum 5 years experience as office administration 

Other Skills: Intermediate knowledge of MS Office Package, Raiser’s Edge, Adobe Professional, excellent communication skills, self-directed. Must have a valid driver’s license and access to a vehicle.

Hours of Work : Full Time 9 am to 5 pm (40 Hour work week)

Location of Work:  Suite 204, 2120 Kensington Road NW Calgary

Responsibilities

1. Provides administrative support to CEO by:

  • Providing executive level support including word processing, managing requests, and assisting to prepare presentations and briefing notes when required
  • Filing 
  • Photocopying and Scanning of documents
  • Preparing information packages for meetings
  • Coordinating meetings
  • Supporting the upkeep of the daily calendar
  • Attending meetings and taking minutes when needed
  • Performing gate keeper role as required
  • Creating and maintaining a risk management binder for emergency use

2. Supports the Society’s Volunteer Board of Directors by:

  • Managing the scheduling of the Annual General Meeting, Board and Board Committee Meetings
  • Coordinating invitations for all meetings
  • Coordinating food and beverages for meetings as required
  • Developing and maintaining Board Portal as the electronic tool for sharing information
  • Preparing Board Materials such as Board Meeting Packages, Evaluations
  • Maintaining the agency Minute Book on a monthly basis
  • Ensuring agency memberships are in order on an annual basis
  • Recording membership list annually 

3. Supports the Society’s fund raising efforts by:

  • Facilitating recognition of donors through timely and accurate preparation and distribution of donation receipts and appreciation letters, (under the supervision of the fund development staff.)
  • Fundraising data base entry and management: Supporting activities related to fundraising events and attends events when required and responding to Gift in Kind donation inquires

4. Supports the communication strategy of the Children’s Cottage Society through:

  • Updating the website and organizational intranet when the Communications Coordinator is absent
  • Assisting with communication to the Society’s employees in collaboration with the CEO or management

5. Supports financial management through:

  • Directing all finance related mail appropriately to the Finance Department
  • Serving as back up for the financial administrator for bank runs
  • Maintaining and reconciling petty cash for the administration office on a monthly basis
  • Managing petty cash reconciliations for all  locations on a monthly basis
  • Maintaining and reconciling gift card spreadsheet on a monthly basis
  • Managing employee Visa card receipting and submission to the Finance Department on a monthly basis
  • Providing support to the Finance Department at the Society’s fiscal year end in the following areas: petty cash reconciliation, gift card reconciliation, donation revenue reconciliation and maintenance of the minute book

6. Administrates IT and Cellular/Desk phone support through liaising with Managed Services and suppliers by

  • Informing IT support and Communications(telephone) support of issues arising
  • Keeping track of IT/Communications areas to trouble shoot and follows to ensure completion
  • Ensuring that the IT and Communications inventory is current. Plans with the CEO for replacement strategies
  • Collaborating with IT Support to inform the CEO of infrastructure needs
  • Acting as the point person for office and communication contracts
  • Ensuring that printers and copiers are in good working order and contracts are reviewed in a timely manner

7. Supervises administrative volunteers by

  • Ensuring that a task list is kept up to date
  • Assessing and requesting volunteer administration support for the agency
  • Ensuring that volunteers have a work space and are attended to while on site
  • Providing feedback to the volunteer manager on the performance of volunteers
  • Informing the volunteer manager of needed administrative volunteer roles

8. Assists in the general administration of the organization

  • Providing reception and administrative support including greeting guests, managing phone and email inquiries, courier, and outgoing mail
  • Ensuring the picking up of the daily mail from the administrative location as well as The Bridgeland Crisis Nursery which is our official address
  • Handling and retrieving all mail and its distribution. This position is the designated staff to open all mail, date stamp, and distribute
  • Contacting building maintenance assistance as required
  • Purchasing and maintaining an inventory of office supplies for all locations
  • Monitoring supply levels of office materials and placing new orders with approved suppliers
  • Coordinating the shredding and scanning of archival files on an annual basis
  • Responding to telephone inquiries in a helpful & friendly manner and directing calls to appropriate staff
  •  Maintaining professional presence of Kensington office work spaces
  • Ensuring that the office spaces are cleaned regularly and meet a healthy standard
  • Ensuring that cleaning supplies are readily available for all staff in the Kensington Office area
  • Ensuring that beverages, snacks, cutlery, dishes, are in good supply in the Kensington location
  •  Maintaining the agencies contracts and information in a coordinated paper and electronic filing system(example: insurance, licenses, passwords)
  • Leading research on agency’s administration needs
  • Ensuring that office lease terms are fulfilled and researches alternative spaces as required
  • Coordinating office spaces for individual staff and assists in planning for the onboarding of new staff and supports the healthy exits of staff ending their employment
  • Ensuring that staff have all required equipment to do their jobs
  • Providing new staff with orientation to the admin office area, the IT and Phone procedures, navigating the computer drives and website, and branding requirements
  • Acting as a gatekeeper to ensure that only approved supplies are ordered

9. Coordinates the annual Staff Appreciation event.

10. Coordinates the Annual General Meeting.

11. Maintains a trustworthy, confidential relationship with the Society’s management. 

12. Assists with related tasks as directed by the CEO.