Operations Administration Coordinator

The Operations Administration Coordinator position performs specialized administrative and secretarial duties with a specific focus on providing backup and support for the Business Manager and the Administration Team and performs a variety of information and communications technology, marketing, public relations, communications, senior-level administration, human resources, and financial administration duties.

HOURS:

• 26 hours per week. (Temp to March 31, 2022).
• Working 5 days per week, Monday to Friday.
• Additional hours may be required to cover vacation periods.

Information & Communication Technology (ICT)

• Support all departments with daily user technical support.
• Support all departments with the transition to Office 365 and cloud-based document management.
• Install and configure appropriate software and functions.
• Provide orientation and guidance to users on how to operate new software.
• Support the maintenance of Volunteer Hub, UltiPro, and other databases.

Marketing, Public Relations, Communications, Social Media

• Contribute to the development and implementation of a comprehensive marketing and communication strategy and accompanying materials (e.g. content for Facebook posts for various local/national campaigns, advertising, and community messages, etc.)
• May organize and maintain a media library of relevant collateral; maintain an up-to-date listing of all divisional media contacts.
• Assist in the preparation of displays, exhibits, and presentations, etc. providing materials as required; may manage exhibit booths, as assigned.
• Draft and prepare presentations, brochures, flyers, advertisements, invitations, and certificates as directed and subject to supervisory approval.

Administration Team Backup and Support

• Provide backup support/relief coverage for the administrative team within the scope of its duties, as assigned.
• Provide administrative/secretarial support to the team, as directed.
• Create administrative templates, assist with documents/reports/spreadsheet creation, etc.)
• Assist the Employee Relations Administrator in the maintenance of employee records, as required.
• Draft and type correspondence, proof typing for accuracy, sort and prioritize typing assignments within general guidelines; researches and respond to difficult inquiries on behalf of the supervisor.

Financial Administration Support

• Assist and provide backup financial administration support.
• Process monetary donations (including cash, cheque, debit/credit card), identify store donations and issue receipts and thank you letters, and process-related reporting and filing.
• Code accounts payable invoices for review and approval by MU Leaders, reconcile vendor statements, forward any necessary documentation and payment info, and review/approve invoices that are ready for payment.
• Provide credit card statements to MU Leaders for entry into the TEM program, as issued.
• Check bank balance daily, advise MU Leaders promptly of any cash requirements.
• Reimburse approved petty cash purchases, count, maintain, and reconcile the petty cash fund and maintain the register.
• Liaise with THQ on any estate bequests, follow up on outstanding items, and provide payroll backup support to the Employee Relations Administrator, as required.
• Assist with annual budget preparations and monitoring expenditures to ensure compliance.
• Create, track, analyze, and report on financial results and thrift store sales analyses.

General Administration Support

• Perform general office duties such as answer and screen telephone and direct and answers inquires; greet and escort visitors; organize and file documents electronically or manually; photocopy and distribute materials, as requested; and send and receive fax/email material as requested; resolve routine inquiries.
• Open and distribute incoming mail and process outgoing mail including materials of a confidential nature; receive the parcel(s) and distribute to the appropriate person(s).
• Maintain and safe keep the various keys for the MU.
• Schedule meetings, prepare agenda, and take minutes; type and circulate minutes.
• May schedule or keep track of the supervisor’s calendar; make travel arrangements; change arrangements and provide reminders including support documentation.
• Update records management policies and procedures and maintains records for the Ministry Unit accordingly
• Provide general support for all departments.
• Complete miscellaneous tasks in support of the MU and admin office (e.g. key cutting, purchase basic supplies, paying a bill at city office).
• Other duties as assigned.

Education/Certifications:

• The successful job applicant will have completed more than two (2) years of Community College, including a certificate or diploma, in a related field (e.g. business administration, management, office administration/secretarial, accounting, marketing/communications).

NOTE:  An alternative level of education and experience may be acceptable.

Experience:

• Minimum of two years prior related experience, including administrative, senior administrative/secretarial, and general financial administration experience.
• Knowledge and experience using social media and websites would be helpful but not mandatory.

• Ability and willingness to lift up to 20 pounds.
• Experience working in a past-faced, dynamic, and at times challenging environment.
• Experience dealing with office systems, equipment, and tools.
• Experience working in a team environment.
• Proficiency in all programs in Microsoft Office 365, especially Word and Excel, and understanding of various computer software and applications.
• Ability to work with and use modern technology.
• Excellent written and oral communication skills.
• Excellent attention to detail.
• Ability to work independently while part of a team.
• Excellent customer service for directing visitors and phone calls and liaising with staff, volunteers, clients, customers, and external stakeholders.
• Ability to demonstrate creativity within approved guidelines.
• Excellent organizational skills, including the ability to prioritize tasks and work within deadlines.
• Good working knowledge of basic accounting procedures, basic payroll procedures, and familiarity with financial computer programs.

Successful candidates, prior to hiring, may be required to provide:

• Background check consent
• A clear vulnerable sector screening
• Completion of our online Armatus Abuse Training and required Health and Safety training

The Salvation Army will accommodate candidates as required under applicable human rights legislation.   If you require a disability-related accommodation during this process, please inform us of your requirements. 

We thank all applicants, however, only those candidates to be interviewed will be contacted.

Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application.