Administration Coordinator - Jobs in Mississauga, ON

Job Description

Administration CoordinatorThe Mississauga Food Bank’s (TMFB) vision is a Mississauga where no one goes hungry. We relieve hunger in Mississauga by providing and promoting access to healthy food for people in need.Job PurposeCoordinate administration through a combination of strong planning and organizing, as part of the People and Culture team. Advance the mission and strengthen operations by supporting cross-departmental functions and projects.Why Work for Us

• Be proud of helping to relieve hunger in Mississauga by providing and promoting access to healthy and appropriate food
• Fair benefits and compensation include:
  • Starting salary of $47,000 - $52,000. Salaries are compared to the market every 2 years, annual cost-of-living increases, plus the opportunity for performance-based increases
  • Comprehensive health benefits for you and your dependents (100% employer-paid, no deductibles for drugs, dental, or vision)
  • Matched group RRSP (up to 5% of salary)
  • 3 weeks of paid vacation that increases after 2 years of service, plus 12 paid sick days and paid wellness days
  • Free parking, funding for professional development, equitable and culturally diverse work environment, and all the tea and coffee you can drink!
• Join an amazing culture where people laugh a lot, pitch in during those “all-hands-on-deck” times, and enjoy celebrating together. We work hard to live our values of Community, Collaboration, Excellence, and Integrity
• We’re a proud recipient of 2020 Not for Profit of the Year Award from the Mississauga Board of Trade and a certified Living Wage employer

Key Performance Areas

• Post and monitor the volunteer schedule on an ongoing basis to ensure shifts are open for volunteers.
• Responsible for all employee and volunteer communication and feedback through proper channels.
• Maintain volunteer files to ensure the accuracy and completion of required documentation for all volunteers including vaccination confirmation, signed waivers, confidentiality agreements, vulnerable police checks, etc.
• Utilize an appropriate electronic database system to support TMFB’s volunteer programs. (Better Impact)
• Provide accurate and timely volunteer data for donor and volunteer-requested reports
• Develop and administer volunteer and staff satisfaction surveys; including compiling and reporting on results
• Provide administration of day-to-day HR functions for the effective use of the HRIS (BambooHR)
• Produce and submit reports on general HR activity as required.
• Schedule and coordinate special visitor groups from community organizations and corporations.
• providing general administrative support to the department by supporting planning, assisting in communication, coordinating data for reporting, and providing fresh and innovative ideas.
• Prepare information requested/required for compliance with laws.
• Provide necessary education and materials to managers and employees including workshops, manuals, employee handbooks, and standardized reports.
• Ensure P&C forms, job descriptions, and print materials are kept current.
• Create a positive working relationship with the other members of the People and Culture team in support of the team’s goals and objectives.
• Remain committed to continuous learning and professional development especially within the voluntary field and others as appropriate.

Other Duties as Assigned or RequiredExperience You’ll Bring

• A college certificate/diploma or university degree in a relevant field
• 2+ years of office administration experience
• Experience in Human Resources is an asset
• Professional experience in a non-profit/charity is a strong asset

Skills, Competencies, and Qualities You Bring

• Passion. A passion for mission-driven work and personal values aligned with those of TMFB. Concern for and interest in issues of poverty, food security, and/or social justice
• Proactivity/Enthusiasm/Persistence. Act without being told what to do. Passionate and excited about work. Can-do attitude. Ability to work autonomously while being aware of the importance of accountability. Committed to exceeding standards and ongoing improvement
• Communication. Speak, listen, and write English in a clear, confident, respectful, thorough, and timely manner using appropriate and effective communication tools and techniques. Provide superior service to both internal and external customers.
• Relationship Building. Internal and external relationship-building skills. Demonstrated ability to work effectively with staff, volunteers, and other relevant stakeholders. Build trust-based relationships, based upon mutual respect, with the ability to maintain confidentiality and discretion
• Technical. Excellent skills in MS Office and/or Google Apps for business; experience with Human Resources Information Systems. Ability to learn new systems quickly. TMFB is a cloud-based, paperless environment
• Leadership. Influence, inspire, and motivate others around you to participate and take action. Professional presence, approachable. Self-aware of strengths and weaknesses. Demonstrates integrity.
• Flexibility/Adaptability/Innovation. Flexible, versatile, and/or tolerant in a changing work environment while maintaining effectiveness and efficiency. Adjust quickly to changing priorities and conditions. Cope effectively with complexity and change. Discover, develop, and promote new ideas, methods, and tools that can benefit TMFB and produce reliable outcomes
• Problem-Solving Skills. Assess situations to determine the importance, urgency, and risks, and make clear, timely decisions that are in the best interests of TMFB
• Organization. Set goals, implement action plans, document, evaluate, and learn. Committed to exceeding standards. Ability to carry out multiple tasks and meet deadlines
• Detail-Oriented. Conscientious and high attention to detail. Manage multiple tasks effectively and efficiently, with superior organizational skills and an ability to work under deadline

What We Offer

• 3 weeks of paid vacation that increases after 2 years of service
• Hybrid work arrangement (min. 2 days/week in office)
• 12 days of paid sick time
• Paid wellness days
• Funding for professional development
• Equitable and culturally diverse work environment

Role DetailsRelationships:This position reports to the Director of People and CulturePosition Type:Full-time, occasional evening and weekend work requiredCompensation:Starting salary of $47,000 - 52,000Environment:This role is based at TMFB’s offices. All staff are required to be fully vaccinated against the Covid-19 virus or will be subject to rapid tests every 2 days.As part of its commitment to racial justice and reconciliation, TMFB encourages applications from those who identify as Black, Indigenous, People of Colour, and other under-represented communities. We welcome applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.Quick Apply

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