ADMINISTRATIVE COORDINATOR

About this position

GREO is an independent knowledge translation and exchange organization with almost two decades of experience generating, synthesizing, and mobilizing research into action across the health and well-being sectors. Our goal is to support development and implementation of evidence-informed policies, standards, and practices.

ADMINISTRATIVE COORDINATOR

Posting Close Date: Monday, February 8th at 6pm ET

TO APPLY

GREO offers a competitive salary, a comprehensive benefits package, and a collegial, flexible work environment. This is a full-time, contract position. Hourly remuneration will be set based on the successful candidate's skills and experience. We do not require the successful applicant to be based in Guelph. This position is offered as a maximum 8-month contract. 

To apply to join our energetic and committed team, please submit your applications to info@greo.ca as follows:

Subject line: Administrative Coordinator

Attach:

• Cover letter and resume as one continuous pdf

Email body: Please let us know where you first came across this job posting

Applications will be accepted until Monday, February 8th at 6:00pm ET. If you have any questions prior to submitting your application, please email info@greo.ca. 

 If you require a disability-related accommodation to participate in the recruitment process, please email the above address with “Accommodation Required” in the subject line and provide your contact information

ABOUT THE ROLE

We are seeking an Administrative Coordinator to provide trustworthy support to senior management for a variety of administrative activities, including invoice processing, project management support, technical set-up and support for integrated cloud-based office software, office services management, and human resource administration. The ideal candidate will have a advanced ability to proofread and edit reports and use advanced Microsoft Office skills to create attractive and effective documents and presentations.

The successful candidate will work with the Business Manager to support the entire team as follows:

Operations Support

• Prepare for weekly sessions with the bookkeeper by processing invoices, making online payments (as directed by the Business Manager and bookkeeper), creating cheque requests and invoices, performing various reconciliations (Visa statements, etc.) and assuring all expenses are approved following our company policy.
• Complete quarterly reconciliations of vacation time, lieu time, and associated RRSP contributions to assist bookkeeper in maintaining accurate payables accounts.
• Process expense reports for board members, staff, and other individuals as needed.
• Provide support for the annual financial audit by pulling files and other information as requested. Work with the bookkeeper to make sure all materials requested by the auditor are prepared and ready on time.
• Provide human resources support to the Business Manager, including managing the employee benefits program
• Monitor various office services vendors to maintain appropriate supply and service levels

 Project Management Support

• Assist the Project Manager with updating and maintaining project schedule progress and time-tracking integrity through data entry, quality control review, and report generation
• Monitor staff tracking and inputs and provide assistance as necessary to ensure staff are entering information in an accurate, timely fashion
• Work directly with various vendors and the organization's managed IT service provider to understand and implement better cloud integration between QuickBooks and the project management and time-tracking software
• Analyze current office processes and revise to support better integration of operations, bookkeeping, and project management tasks and reports

 Proofreading and Communications

• Assist with or lead various formatting, proofreading, and editing tasks to support our product teams.
• Format documents using Microsoft Word and PowerPoint templates provided. Update or create new templates as required for new types of reports and products.
• Update website with user-friendly back-end program (training provided).
• Follow the communications content calendar to update social media, including Twitter and LinkedIn

 SKILLS REQUIRED

• Attention to detail and a high degree of accuracy are essential to this position as our product is our written work and must be error free
• Advanced skills (which will be assessed during the interview process) in Microsoft Word and PowerPoint will be highly valued in a potential candidate
• Demonstrated experience with cloud bookkeeping, time-tracking software, project management systems, and related integrations. Knowledge of QuickBooks, SmartSheet, and 10,000ft would be ideal
• Office experience for general financial, HR, and other administrative tasks is a plus, as are demonstrated organizational skills
• Experience updating websites using back-end software will be an asset, but not essential as training will be provided
• Experience working in a non-profit environment and/or interest in mental health, public health or public policy will be helpful
• Excellent interpersonal skills -- to balance working as member of a team while having sole responsibility for certain administrative functions -- are essential