Temporary Office Administrator

About this position

Title:                                  Temporary Office Administrator

Reports to:                       Executive Director

Approved by:                   Executive Director

Date approved:               February 22, 2021

POSITION SUMMARY

Under the supervision of the Executive Director and participating as part of a team, the Office Administrator is responsible for the development and implementation of office programs and procedures for Interval House of Ottawa in compliance with agency policies and procedures and within the Framework for Service for Abused Women.

PRINCIPAL RESPONSIBILITIES AND DUTIES

Administration

• Prepare, key in, edit and proofread correspondence, presentations, brochures, publications, reports and related material from electronic and handwritten copy;
• Open and distribute incoming regular and electronic mail and other material and coordinate the flow of information internally;
• Answer the business telephone and e-mail inquiries and relay telephone calls and messages;
• Set up and maintain manual and electronic filing systems;
• Establish and coordinate administrative procedures for IHO;
• Prepare agendas and make arrangements for meetings of the Executive Director, committees, the Board of Directors, and others including staff meetings;
• Take and distribute minutes of staff meetings;
• Coordinate and plan for all office services and inventory including equipment, supplies and forms;
• Conduct research, compile data and prepare reports for consideration and presentation by the Executive Director;
• Maintain and update the policies and procedures manual;
• Carry out minor repairs to office equipment;
• Arrange travel schedules and make reservations as required;
• Provide support for the development and implementation of new projects and programs.

Board of Directors

• Collaborate with Executive Director to ensure corporate documents are kept up to date and that the Charities Directorate, and funders are informed in writing of any changes to Bylaws, Mission/Objects, etc.;
• Maintain an accurate list of members of the Board of Directors and committees of the Board;
• Assist in preparing agendas for approval by the President of the Board of Directors;
• Circulate and store minutes of the Board of Directors;
• Assist the Executive Director and Board of Directors with the planning of the Annual General Meeting;
• Assist  the Executive Director and Board of Directors with Board recruitment and orientation;
• Prepare and distribute notices and minutes of the Annual General Meeting;
• Ensure maintenance of a complete list of corporation members.

Donations

• Compile monthly donation-related data, statistics and other information;
• Receive and key in donation information to the donor database software;
• Create, prepare and send donation acknowledgement letters and tax receipts;
• Maintain and update donor database software;
• Schedule deliveries of in-kind donations in collaboration with Residential Program.

Fundraising Mail Out

• Support fundraising activities including preparation of fundraising mail outs;
• Manage the bi-annual newsletter mail out using donor database software;
• Write, edit and format the bi-annual newsletter in collaboration with staff.

Purchase supplies for IHO

• Liaise with external companies for the purchase of office supplies within the approved budget;
• Coordinate the shipping and receiving of office supplies;
• Maintain accurate records of office expenses, including the submission of receipts and invoices;
• Assist in developing the office administration budget in collaboration with the Executive Director and Finance Manager;
• Monitor and develop projections (in collaboration with the Executive Director) for the office administration budget and recommend adjustments as necessary.

Ensure coordination of policy and service

• Work collaboratively with team members to ensure the good functioning of all office equipment;
• Respond to all verbal and written requests related to office administration in a professional and timely manner;
• Participate as an IHO team member at internal and external meetings;
• Collaborate with IHO team members in developing strategies for the smooth running of the house;
• Create and maintain general and program specific forms and documents;
• In consultation with the Executive Director, regularly plan for preventative maintenance of office equipment and make recommendations;
• Provide the Executive Director with a regularly updated list of minor capital wishes and coordinate the purchase of those items/services when monies become available.

Ensure training and development

• Provide training, support and supervision to students, volunteers and new staff as required.

Building services and security

• Ensure the general cleanliness of IHO;
• Be aware of and follow emergency and fire safety procedures and standards;
• Ensure that any house maintenance or equipment problems are brought to the attention of the Maintenance Worker;
• Handle any emergency situation in accordance with policies and procedures.

Perform other related duties as assigned

All IHO employees have some fundamental responsibilities that go beyond the confines of their occupations. These include:

• Ensuring that the commitment to diversity is understood and respected. This includes race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, record of offences, marital status, family status, or disability;
• Maintaining up-to-date professional skills and knowledge through formal and informal training;
• Acting as an “ambassador” for IHO within and outside the organization by creating an awareness of IHO programs and promoting services offered;
• Compliance with all mandated legal/regulatory requirements related to working at IHO (Employment Standards Act, Occupational Health and Safety, standards of professional conduct);
• Maintaining awareness of and compliance with IHO policies and procedures;
• Maintaining awareness of and compliance with funder requirements, policies, procedures and regulations;
• Attending/chairing team and staff meetings as required.

QUALIFICATIONS

Education and Experience

• Post-secondary education, preferably in an administrative field;
• Proven organizational skills;
• Proven ability to work independently, and within a team approach;
• Strong communication skills;
• Multitasking abilities;
• Knowledge of Violence Against Women issues an asset;
• Advanced computer skills, including demonstrated proficiency in fundraising/donor software and Microsoft Office (specifically Excel, Word, PowerPoint and Publisher);
• Ability to perform mail merges in Microsoft Word;
• Previous experience with Abila Fundraising 50 an asset;
• Demonstrated proficiency in basic hardware and software trouble-shooting;
• Advanced knowledge of internet navigation systems;
• Familiarity with WordPress and internet publishing;
• High level of attention to detail.

Language

• Ability to communication fluently in English – spoken and written;
• Ability to communicate in another language an asset.

Computer Competencies

• Word processing – Advanced;
• Database management – Advanced;
• Spreadsheet – Advanced;
• E-mail software – Basic;
• Presentation software – Basic;
• Internet publishing – Basic.

Must be available to work occasional evenings and weekends.