Operations and Volunteer Coordinator

Position Purpose Summary:

The Ministries Administrative Assistant position leads all administrative duties in the Westbank Thrift Store, Community Life Centre and Renew Church Office and supports the Corps Officers in the carrying out of their administrative responsibilities.

HOURS:

• 37.5 hours weekly

The incumbent is responsible for the following range of job duties characteristic, or typical of the

job class:

• Oversees the recruitment, coordination and retention of volunteers
• Assists with the search for and completion of eligible grants, including final reports
• Oversees the coordination of contracted services and tenant agreements
• Oversees building maintenance schedule and all annual inspections
• Assists with ensuring proper care for the property and building assets
• Assists with developing and carrying out strategic plans for the ministry unit
• Assists with maintaining, updating and effectively communicating internal policies and procedures
• May assist with the recruitment, interviewing and hiring of staff
• Assist with Ultipro, Human Resource Management Software
• Assists with the coordination of the local Emergency Disaster Team
• Assists with budget preparation
• Oversees the reconciliation of month end financials
• Researches complex scenarios or issues on behalf of the Officer(s)
• Performs general office duties
• Handles and ensures the protection of extremely confidential and sensitive employee/Officer, client and or program files
• Assists with building and maintaining databases (e.g. employee/volunteer information, inventories, client software management, volunteer software management, donor databases)
• Drafts and prepares presentations, brochures, flyers, advertisements, invitations and certificates subject to supervisory approval (e.g. power point presentations, social media posts, press releases)
• Schedules meetings, prepares agenda, and takes minutes; types and circulates minutes
• Prepares and receives all paper work for various projects and processes (e.g. community service orders, ministry unit annual reviews)
• Assists with the processing of receipts for donors using the SHELBY system

MINIMUM EDUCATION LEVEL ATTAINED:

• The successful job applicant will have completed up to two (2) years of Community College.

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

SPECIAL LICENSES, DIPLOMAS, CERTIFICATIONS OR REQUIREMENTS:

• Certificate in Business Administration

MINIMUM PRIOR RELATED EXPERIENCE:

• Three years but less than five years of prior related experience, including, experience dealing with office equipment and tools, handling accounts payable, monitoring budgets, and senior administrative/secretarial experience.

PHYSICAL EFFORT/DEXTERITY REQUIRED:

• The performance of the job requires a frequent amount of sitting and keyboarding, occasionally bending, walking, standing and lifting up to 10 pounds.

CONCENTRATION REQUIRED:

• The performance of the job requires a frequent amount of attention when computer/word processing, directing visitors and telephone calls, attentive listening, and occasionally sorting mail, filing and researching/composing responses.

RESPONSIBILITY FOR FINANCIAL RESOURCES:

The incumbent is involved in minor financial matters regularly, or on a relief basis, or has responsibility for the wise use of his/her own resources. He/She may be authorized to spend, disperse, or collect small amounts of cash. The incumbent has very little input into the annual budget. The incumbent also monitors consultant budgets.

• Volunteer management
• Well-developed business administration skills, including experience working with contracts, budgets, month end financials, and grants.
• Exceptional interpersonal skills, including an ability to work with a wide range of people from a wide scope of sectors
• Experience working in the non-profit sector

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

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