Administrative Coordinator

The Administrative Assistant is the administrative support person for all staff in the Ethics Centre. The Administrative Assistant is accountable to all members of the Ethics Centre individually and collectively to ensure that administrative support functions carried out on their behalf are performed satisfactorily.

Administrative

• Ensuring timeliness, precision and attractive appearance in all work products
• Being conversant with the roles, responsibilities and projects of all Ethics Centre professional staff and providing them with office assistance
• Preparing polished copies of documents, web postings, classroom materials and presentations, as directed
• Scanning and photocopying materials as directed
• Supporting the work of the Social Issues Committee in general (under the direction of the SIC staff support person), and in particular, as minutes secretary; and giving logistics support to SIC meetings
• Supporting the work of the Ethics Centre Board in general (under the direction of the Executive Director of the Ethics Centre), and in particular, as minutes secretary; and giving logistics support to Board meetings
• Assisting with the organization of special events (e.g., discussion groups, symposiums) as directed
• Arranging business travel for Ethics Centre staff and committee members as required
• Maintaining a master calendar of Ethics Centre activities, staff schedules /appointments, and coordinating staff calendars, as requested
• Handling correspondence and directing it through appropriate channels (especially email communications, phone calls and physical mail)
• Maintaining an integrated Ethics Centre wide digital and physical filing system
• ordering and managing office supplies within allocated budget
• Ensuring that office equipment and furnishings are in good working condition and that the office space is being properly maintained
• Maintaining Ethics Centre inventory records
• Working with tact and diplomacy at all times, and handling sensitive and confidential matters appropriately

Finance

• Processing expense claims for Ethics Centre professional staff and committee members as required
• Processing visa claims for Ethics Center professional staff
• Processing Ethics Centre invoices and billings as required
• Controlling Ethics Centre petty cash
• Assisting the Executive Director in monthly monitoring of the operating budget, and in preparation of the annual budget proposal

Digital presence (website & social media)

• Maintaining the Ethics Centre website(s), keeping them in constant good order, and advising the Executive Director on possible improvements
• Adding/deleting/modifying website content as directed by professional staff
• Creating content for social media

Reception

The Administrative Assistant is responsible for basic reception duties in the Ethics Centre. This includes, but is not limited to:

• Opening and closing the office and arming/disarming the security alarm system daily
• Ensuring that the Ethics Centre is open during regular business hours (M-F 8:00 a.m. – 4:00 p.m.)
• Opening and distributing mail; sending out mail and packages as directed
• Providing knowledgeable and courteous reception services, including answering of telephone and visitor inquiries
• Maintenance of voice mail, including timely retrieval of messages, and provision of a friendly and courteous voice mail message
• Maintenance of office appearance and functionality in the reception, resource, kitchenette, washroom and storage areas
• Ensuring hospitality aspects of events and meetings as required

Resourcing

The Administrative Assistant is responsible for maintaining the good order and appearance of the resource area of the Ethics Centre. (Booth University College John Fairbank Memorial Library catalogues the Ethics Centre’s collection of books and AV materials and Booth University College circulation policies and controls are applicable to them.) This includes, but is not limited to:

• Routine shelving of materials
• Assisting users in locating materials
• Providing resource assistance to the professional staff when requested, e.g., by efficiently using internet search engines, electronic databases, and/or print material
• Maintaining circulation records (in concert with Booth UC Library)
• Maintaining a comprehensive database of materials held by the Ethics Centre in the resource area
• Placing and tracking orders for new materials for the resource area within the budget provisions, and as requested by professional staff
• Placing a quarterly book order based on suggestions from Ethics Centre professional staff
• Doing an annual “shelf-read” of the collection to ensure accuracy of the record and to guard against loss

Other

• Participating in staff meetings and similar activities
• Pursuing job related training
• Supporting The Salvation Army and the Ethics Centre on an ongoing basis

Education/Certifications:

• Completion of a formal post-secondary / college diploma program of 2 or 3 academic years.
• A combination of training and experience in administrative skills.

Experience:

• Minimum of 3-5 years of related work experience including experience dealing with office equipment and tools, and senior administrative/secretarial experience
• Be proficient in the use of office equipment, especially computers and software and have the ability to keep up with advances in office-relevant computer technology. At present, the Ethics Centre uses Microsoft Office, WordPress, Radiant webtools, IBM Lotus Notes, Adobe Acrobat, MadMimi, Survey Monkey, Travel & Expense Management, Agresso, Ultipro and Zoom extensively.

• Demonstrate a good work ethic, reliability, integrity, trustworthiness and personal maturity
• Have a good understanding of The Salvation Army and an appreciation of and commitment to Salvation Army mission and values
• Be committed to the pursuit of excellence in all aspects of work
• Be self-motivated and able to work collaboratively and cooperatively within the environment of the Ethics Centre
• Have excellent interpersonal skills
• Be able to maintain confidentiality and show discretion
• Be able to work in a multi-task environment and maintain poise under pressure
• Set priorities and manage time effectively
• Be able to problem-solve creatively
• Demonstrate good organizational skills
• Have previous successful experience / education in office administrative support
• Have demonstrated excellence in college / university level oral and written communication skills
• Have a commitment to continued development in job-related knowledge and skills
• Have ability and availability for occasional out-of-Winnipeg travel