Administrative Coordinator - Jobs in Beamsville, ON

Job Description

Administrative Coordinator – Full TimeGENERAL SUMMARY: Reporting to Executive Director, the Administrative Coordinator provides full reception and administrative support to Community Care of West Niagara. As the first point of contact for all visitors this role acts as an ambassador, while providing advice and information regarding services offered by CCWN. This will be achieved while acting in accordance with prescribed policies and procedures, and in support of the strategic plan, mission, vision and values of the organization.Key Responsibilities: Reception

• Provide main receptionist support by answering and directing incoming calls, as well as greeting and supporting visitors who come in the main entrance and receiving area as required
• Answer telephone, screen/direct calls; take and relay messages; offer information and referrals
• Assist with monitoring and maintaining office equipment
• Process outgoing mail in a timely manner, liaise with delivery companies and arrange pickups etc.
• Liaise with client program sponsors, log choices and gifts received, sort and organize pickup/delivery
• Maintain current records of opening and closing procedures; staff, volunteer and clients’ whereabouts

Client Service

• Inform clients of application process, eligibility requirements and necessary documents
• Register new clients and update existing client’s files (hard copy and electronic ie: link2feed)
• Register clients for programs, encouraging participation and helping with completing forms etc.
• Contribute to the planning, execution, documentation and wind down of client programs/events
• Assess food program requests from potential, new, current or lapsed clients
• Screen requests for client food deliveries, coordinating with appropriate staff and volunteers
• Place food orders with Feed Ontario etc. in consultation with warehouse and client service staff
• Ensure free shelf and food room are well stocked, offering support to volunteers as needed
• Maintain reception area, monitor food room and free shelf use and inventory levels

AdministrationSchedule appointments; maintain appointment and shared calendars either manually or electronicallyReceive financial donations, gift cards, and in kind gifts; provide receipts and record donationsPerform required program documentation and data collection (ie food, clients, and program)Ensure that electronic confirmations for orders and weights are completedCreate signs, posters, forms, program registrations, appointment cards, schedules and spreadsheetsPrepare mail merges, correspondence, reports, and spreadsheets; coordinate mail campaignsOrganize meeting room bookings, social events, co-ordinate meetings and organize cateringReview projects and work assignments requiring attention to detail and proof-readingParticipate in the planning of events including: AGM, open houses, recognition, and fund raisersOther

• Exercise a high level of confidentiality in all interactions
• Promote and participate in a work environment free of workplace harassment and violence
• Perform work in a safe manner, so as not to endanger one-self or others
• Immediately report all workplace hazards, accidents or other occurrences that may pose a risk to the organization or the safety of oneself or others
• Adhere to the requirements outlined in the CCWN Staff Handbook, Occupational Health & Safety Act, Workplace Safety & Insurance Board Act, Ontario Human Rights Code and Employment Standards Act
• Participate in all training programs as required
• Participate in team/staff meetings when required
• Additional duties may be assigned by the Executive Director

Qualifications: Education/Experience

• Post-Secondary Education in Business or other related field
• 2 years’ experience working in a comparable role, in a client-centered direct service environment
• A combination of education and experience will also be considered

Knowledge, Skills, Abilities

• Advanced literacy in Microsoft Office Suite
• Familiarity with databases such as Link2Feed and HIFIS
• Proficiency in the use of office equipment (e.g. computer, voicemail systems, fax and photocopier)
• Superior communication skills (written and verbal skills)
• Ability to solve problems, prioritize and manage time effectively
• Knowledge and understanding of issues facing people living in poverty
• Demonstrates and promotes a personal understanding and appreciation for the mission, vision, strategic outcomes and values of Community Care of West Niagara
• Vulnerable Sector Police Check
• A valid Ontario Driver’s License and access to a personal vehicle
• Valid certification in First Aid/CPR (or willingness to obtain at CCWN’s expense)

Working Conditions: Modest but comfortable surroundings that have frequent periods of exposure to continuous noise generated by the general needs of day to day operations. The role requires some sudden shifts in mental focus such as responding to crises, stressful or unexpected situations; the ability to communicate effectively with diverse groups of individuals with varying levels of ability, and occasional communication with upset or angry individuals.

• Office environment with access to warehouse; sitting, walking and climbing stairs
• Interaction with the general public including people with health issues, disabilities, and illness
• Prolonged visual attention and/or concentration using both a computer and phone
• Lifting and moving of office supplies/equipment/inventory of approximately 30 lbs
• Local travel may be required on behalf of the agency
• Work duties are routinely performed at main office, and occasionally offsite at related venues
• Overtime and occasional weekend work will be required

Job Type: Full-timeSalary: $18.00-$21.00 per hourSchedule:

• Monday to Friday

Application deadline: 2022-08-08Quick Apply

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