Shelters Administrative Manager

The Shelters Administrative Manager takes a leading role in Administration and Employee Relations within the Shelter Department. He/she collaborates with the Shelters Operations Manager and Programs Manager in the completion of all administrative duties for the shelters department.

HOURS:

• The normal workweek is Monday to Friday; 8:00 a.m. to 4:00 p.m.; comprised of 7.5 paid hours and 0.5 hours unpaid lunch break per day, but will need to be flexible to meet the needs of all areas of responsibility, given both the busy nature of this position and the fact that certain duties may have to be attended outside of core office hours.

• Ensures Shelter programs meet the requirements of the Operating Principles for The Salvation Army Emergency Shelters and Harm Reduction Guidelines.
• Maintains current knowledge of funders, contracts, and grants pertaining to Shelter programs and ensures compliance.
• Participates in the selection, orientation, training, development, and evaluation of shelter staff.
• Develops, oversees, and implements training and skills-building workshops for shelter staff.
• Oversees and schedules training for Shelter staff in conjunction with the Harbour Light Employee Relations Coordinator.
• In conjunction with the Manager of Emergency Shelters oversees/coordinates the training, coaching, and mentoring of Shelters staff.
• Investigates, mediates, and resolves client complaints under direction from the Manager of Emergency Shelters
• In conjunction with the Shelters Operations Manager and Programs Manager monitors staff safety practices to ensure compliance with health and safety standards and policies.
• Participates as a member of the Shelters Management team to ensure a safe and caring environment for clients; responds to emergency issues, attends general and team meetings, and supports others through the sharing of knowledge and information.
• In conjunction with the Shelters Operations Manager, creates Shelter staff schedules, authorizes payroll, authorizes vacations, and tracks attendance and absenteeism.
• Participates in the development and application of policies and procedures.
• In conjunction with Shelters Operations and Programs Managers compiles monthly occupancy data and prepares monthly reports for BC Housing and/or other funding agencies.
• Handles and ensures the protection of extremely confidential and sensitive employee/Officer, client, and or program files; ensures the efficient processing of contracts, agreements, and other legal documents.
• Drafts and prepares reports, presentations, and certificates subject to supervisory approval.
• In conjunction with Shelters Operations and Programs, Managers ensures timely reporting of statistical information for the SAMIS database.
• Provides additional statistical and evaluative information when required.
• In conjunction with Shelters Operations and Programs Managers, monitors the ordering and delivery of shelter inventories and supplies.
• In conjunction with Shelters Operations and Programs Managers monitors the maintenance of proper records, elogs, and reports to ensure the smooth operation of all shelters.
• Represents The Salvation Army Harbour Light at community meetings as required.

*NOTE: For some jobs, you may be required to provide validated educational documentation.

Education/Certifications:

• The successful job applicant will hold a post-secondary diploma or degree in a related field or equivalent work-related experience.
• Current certification in First Aid/CPR (or willing to be trained).
• Criminal Record Review Program clearance.

Experience:

• Two to three years of previous experience in an administrative role including experience in a social service setting.

Required Skills/Knowledge:

• Willingness to adhere to the Mission and Values of The Salvation Army and Vancouver Harbour Light.
• Intermediate to advanced skills in Microsoft Word, Excel, and Outlook.
• Detail-oriented with a high level of accuracy and document creation.
• Demonstrates good verbal and written communication skills, effective listening skills, and organizational skills.
• Demonstrate a positive attitude towards the homeless and individuals with substance abuse and concurrent problems, including mental health concerns.
• Demonstrated ability to work independently
• At least three (3) years of sobriety if in recovery from alcohol or substance abuse.

• Ability to prioritize and manage multiple tasks and a variety of demands in a fast-paced environment
• Flexible, self-motivated, adaptable.

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

• A valid Class 5 (or higher) BC Driver’s License and a clean driver’s abstract.
• Criminal Record Review Program clearance.
• 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.