Administrative Coordinator

The Salvation Army Canada and Bermuda Territory•Broadview, IL

8h•Onsite

About The Position

For over 130 years, The Salvation Army has served communities in Canada and Bermuda, assisting more than 2 million people annually with necessities like food, clothing, and shelter, and supporting those facing unemployment, addiction, and family challenges. As a faith- and values-based organization, it adapts to emerging needs, upholding its mission, vision, and values of hope, service, dignity, and stewardship, and welcomes people of all backgrounds. The Administrative Coordinator will provide comprehensive administrative support to the Ministry Unit, including liaising with the Senior Leadership Team, collaborating with The Salvation Army Broadview Village management and staff, and coordinating administrative, financial, and material processes. The role involves facilitating administrative workflow, managing meetings, tracking information, and performing general office duties such as filing, typing, faxing, editing, mail management, and event planning.

Requirements

Completion of a formal post-secondary/college program of two academic years – diploma or certificate in Office Management or Business Administration.
Minimum 5 years of experience in administration/customer service.
Minimum 3 years' experience in an office environment with administrative experience/knowledge.
Work within the standards of the Occupational Health and Safety Act (OHSA).
Strong interpersonal, customer service and communication skills.
Proven organizational and multi-tasking skills and able to cope with changing needs and deliver successful results in a timely manner.
Comfortable interacting with individuals with differing abilities.
Knowledge of community-based resources and experience networking with government and social service agencies.
Able to work in a professional environment maintaining the confidentiality of participants, staff, agency finances, and other confidential and sensitive agency business.
Proficient in Microsoft Office (Word, Excel, Outlook, Teams), Internet, e-mail and proficient in the use of general office equipment.
Able to work both independently and as part of a team.
Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check with vulnerable sector screening.
Valid certification in Standard First Aid/CPR.
Ability and willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.
Computing skills including MS Office Suite (Excel, Word, etc.), internet research, email, and database management.
Networks and SharePoint.
Excellent written and verbal communication skills in English.
Strong decision-making and organizational skills with attention to detail.
Ability to multi-task and prioritize responsibilities (i.e., good judgement).
Ability to lift/move weights of up to 20 lbs. occasionally.
The ability to maintain the confidentiality of highly sensitive information is mandatory.
Demonstrated commitment and ability to treat others with respect, dignity, and tact, as well as the ability to care for people with differing abilities.
Demonstrated commitment to continuing professional development.
Demonstrates relevant understanding of, and compliance with, legislative knowledge of the Employment Standards Act, Human Rights Act, collective agreement and other applicable legislation as required.
Must have excellent interpersonal communication skills and a collaborative team approach to create a working climate that is positive and mutually supportive.
Demonstrated ability to be flexible and adapt to a fast-changing environment.
Will be required to be trained and certified in NVCI (Non-violent Crisis Intervention and Prevention).

Nice To Haves

Fluency in French is considered an asset.

Responsibilities

Facilitate communication amongst the Program Directors.
Multi-task in an environment where numerous tasks and events are un-predictable and urgent in nature.
Respond to staff regarding general inquiries.
Draft emails, memos, surveys, and other communications related to Programs/Individuals we support on behalf of the Program Directors.
Type, edit, file, fax, and manage documents electronically or manually.
Draft and prepare presentations, brochures, invitations, graphics.
Coordinate meeting logistics (booking rooms, sending out invites, typing and preparing/circulating agendas/minutes).
Assist with special projects as assigned by the Directors.
Communicate and exchange information with stakeholders, members of the management team, program teams, caregivers, Sr. Leadership, the people we support on behalf of the Directors.
Collaborate with other departments (Operations, Finance, HR, Quality) on projects, meeting accreditation/QAM/and Funding standards as applicable.
Participate in task groups/committees as assigned by Directors.
Assist Executive Coordinator in coordinating & planning agency functions as assigned.
Support the tracking and collection of pertinent statistical information, program inventories, collate surveys, create spreadsheets.
Assist Directors with program files (setting them up and maintaining them, updating information, etc.) and inputting participant information into appropriate databases as requested.
Provides admin onboarding support to new management staff.
Supports Directors in HR processes when needed.
Sets up on-line meetings and assist with smartboards, photocopiers, computers, etc.
Track an inventory of office supplies and equipment, ordering as required.
Develop supportive relationships and works cooperatively with staff and guests.
May open, close and monitor the office, maintain a safe, supportive and clean environment.
Respond appropriately to emergencies.
Support external reporting requests as needed.
Assist in creating posts and posting on social media.
May provide administrative support for summer camp/retreat registration and planning.
Anticipate scheduling needs, resolve scheduling conflicts.
Monitor staff availability, absenteeism, and report patterns to Program Directors.
Performs other work-related duties as assigned.
Supports Directors by submitting visa Statements, invoices/receipts/payment requests.
Regular responsibility for minor financial matters and for wise use of own resources.
May be authorized to handle small amounts of cash.
Discharge responsibilities in accordance with The Salvation Army’s Mission Statement, in a professional manner, upholding our code of conduct.