Office Administrator

작업 내용

Office Administrator

POSITION

Full Time (37.5 hours/week)

Term: March 1, 2023, to April 12, 2024

People & Culture

The Office Administrator is a key position in the Foundation, providing a central coordinating function for all staff. The position supports all programs and departments in the Foundation and plays a critical role in supporting key donor relations.

As the Office Administrator, you are responsible for setting a first impression of the Foundation. Customer service is a lead component of the position.

Please note that this is a Term position.

CORE COMPETENCIES

• High degree of organizational skills
• Quality orientation and attention to detail
• Impeccable computer skills
• Customer/donor focus
• Diplomatic communication skills
• Team work and collaboration
• Time management skills
• Adaptability/ Flexibility
• Critical thinking skills
• Problem solving
• Accountability and dependability
• Ethics and integrity
• Development and continual learning

Main reception for walk-in traffic and telephone.

Coordinate all office logistics:

· Use of Outlook for email and calendar management

· Ordering office supplies in a timely manner to avoid shortages

· Creating work orders with Black and MacDonald

· Manage the physical office environment

· Management of all non-IT office equipment

· Coordinate meetings: room bookings, staff calendars and schedules

· Research and prepare proposals for equipment and services required in the Foundation’s operations

· Ensure general tidiness/cleanliness of the common spaces

· Management of daily incoming and outgoing mail

Support Chief Operating Officer as required:

· Assist with onboarding new employees

· Assist with HR protocols and procedures including pandemic protocols

· Manage workplace risk assessment process with IH Administration

· Assist in promoting positive organizational culture

· Creative input in how to improve/manage common spaces to ensure culturally safe environment

Support Executive Assistant as required:

· Arrange catering for internal and external meetings

· Maintain catering supplies ie. water, beverages, etc.

· Prepare boardroom for meetings

· Taking Board and/or Committee Minutes from time-to-time

· Preparing Board packages from time-to-time

· Liaise with Directors and members of the Leadership Team

· Manage Workplace Risk Assessment process with IH Administration

Support general fundraising duties:

· Accept and process in-person and phone donations

· Liaise with corporate and individual donors

· Assist with mass mailings

· Assist with events

· Assist with volunteers

· High level assistance with constituent data

· Manage online donations inbox

· Send out Welcome Packages to new donors

· Add new online donor to RE database

· Mail out tribute cards and manage deceased constituent records

Manage logistics and implementation of the KGHF Staff Lottery for all IH employees:

· Knowledge of Excel required

· Manage enrollment/change/cancellation online portal

· Update payroll biweekly with new entries and change requests

· Update the “unsubscribes”

· Maintain master spreadsheet and review for accuracy

· Liaise with IH Payroll

· Liaise with KGHF Finance team to ensure accuracy of bi-weekly EFT and lotto entries

· On-going troubleshooting

· Respond to IH staff inquiries via walk-in, telephone and email

· Announce biweekly winner and award winner with prize amount

· Coordinate Signing Authorities for the biweekly draw

· Work with Digital Media Manager re: lotto information on website and quarterly updates to IH employees

· Manage annual renewal process including identifying any HR requirements

Other duties as assigned.

· High level of professionalism in dealing with the public

· High ability to provide empathetic communications

· Proficient in Microsoft Outlook, Word, Excel, Publisher, and Adobe Acrobat/Pro

· Impeccable phone skills

· Proven attention to detail and a high degree of accuracy

· Significant ability to manage varied tasks simultaneously

· High level of integrity, confidentially, and accountability

· Sound analytical thinking, planning, prioritization, and execution skills

· Able to effectively communicate both verbally and in writing

· Familiarity with POS equipment and processes

· Experience with Raiser’s Edge an asset

· Manual dexterity required to use desktop computer and peripherals

· Overtime as required

· Ability to perform focused work in an open environment