Administrative Coordinator

Key Duties and Responsibilities:

• Works with Program Leads to determine postings for agency positions, tracks and maintains applications, and oversees the administrative function of the recruitment process

• Orientates new hires to agency policies, procedures, safety, and security measures

• Interviews, supervises and trains administrative and facility staff and volunteers

• Creates and maintains electronic and manual personnel files for staff team and practicum students

• Provides time-sensitive employment information to the Payroll department

• Conducts exit interviews with departing staff

• Maintains reporting requirements regarding Performance Development for all agency staff

• Assists Program Leads by assembling information and feedback to develop and complete program specific employee manuals

• Creates an annual training schedule for the agency, scheduling workshops and facilitators, and assists in the training of Human Resources skills to supervisors

• Ensures compliance with all policy, procedural, safety, and security protocols, in conjunction with program leads and the Facilities Coordinator

• Researches, drafts, and develops possible policies & procedures based on gaps identified by the Executive Director.

• Participates in and organizes meetings for the Occupational Health & Safety Committee

• Leads the Staff Acknowledgement Committee

• Coordinates administrative and clerical functions of the agency, performing a range of duties often involving material of a confidential nature

• Organizes and schedules team meetings, completing and posting minutes, and completing preparations for the Annual General Meeting, including notices, food, recording attendance

• Maintains membership forms, active membership list and follows up for renewals

• Maintains an administrative filing system, both electronic and manual, for the agency

• Opens, sorts, and distributes mail and emails received. Produces and distributes correspondence memos, letters, and forms

• Prepares donation tax receipts for in-kind donations

• Obtains and tracks quarterly and annual reports and statistical data from Program Leads

• Assists with the completion of funding applications, proposals and reports, or ensures that they are completed by applicable staff to meet scheduled deadlines

• Assists in the development, tabulation and manual data entry of paper copies of agency surveys as prioritized by the Executive Director

• Assists with the functioning of computers, software, licences, and relative equipment for staff and community use, responding to requests for repair, replacement, and assistance, in conjunction with, or in the absence of, the Facilities Coordinator

• Maintains office supplies inventory by determining needs and overseeing placement of orders, in conjunction with Reception staff

• Actively participates on committees for annual events such as Quadra Village Day and Winter Dinner by assisting with permits, notices, and approvals required.

• Maintains community and program related notices in the community kiosk and at the Centre

• Responds to general inquiries, by phone and in person, regarding QVCC and shares in the physical work of maintaining the Centre

• Shares social media duties with the Community Programs Coordinator and updates the QVCC website for all employment postings and any edits requested by the Executive Director

• Participates to ensure a safe environment; observes potential hazards; remedies and/or reports to the appropriate person

• Performs other related duties as required by the Executive Director and/or Program Manager