Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description:

POSITION PURPOSE SUMMARY:

The Administrative Coordinator provides support to the operational requirements of the Ministry unit – primarily focused on general administration & facility/property coordination.

ACCOUNTABILITIES:

The incumbent may perform all, some, or similar duties to the listed below:

Administration

• Perform general office duties – such as responding to phone calls, allowing individuals access to the facility, and in-person inquires at the front desk
• Oversight of the Phone system – maintaining spreadsheet, requesting updates, overseeing programming requests
• Assist with Reception duties as required – receiving, sorting and logging of mail/fax; assisting with room booking; paperwork filing; etc.
• Submission of monthly statistics for THQ into the web portal (SAMIS)
• Assist with employee questions as required pertaining to use of internal software (i.e. AIMS, Surge)
• Actively participate with required Administrative team projects (i.e. process modifications, THQ-driven initiatives, etc.)
• Participate in required Health & Safety roles as assigned

Facility/Asset Management

• Complete required tasks pertaining to Lawson’s Vehicle Fleet (Monthly Reporting, Maintenance Coordination, Insurance Coordination, etc.)
• Maintain facility inspection schedule & records as pertains to all required compliance checks (Fire Safety, Public Health, Elevators, Generators, Lifts, Gym Equipment, etc.)
• Maintain required asset inventory log information
• Complete Maintenance Requests as skills permit to help optimize repair timelines & minimize external costs of outsourcing repairs
• Maintain accurate records pertaining to Lawson IT equipment in coordination with THQ IT team (i.e. asset spreadsheets for computers and cellphones)
• Maintain up to date facility rental agreements in coordination with Business Analyst, Management team & THQ departments
• Ensure that Facility Fire Policies are maintained for each location, submitted to the Hamilton Fire Prevention for their approval, and copies of all are maintained electronically and in hardcopy

Project Coordination

• Negotiate estimates / quotes from various vendors for required facility purchases & service agreements as assigned
• Liaise with maintenance personnel and contractors to ensure that all maintenance issues and repairs are made in a timely and cost-efficient manner
• Oversee larger scale renovation project coordination as applicable, ensuring completion and scheduling of various vendors while balancing the coordination of program-side logistics
• Participate in seasonal administrative team projects (i.e. Year End Purchasing), planning and overseeing assigned scope of work

Perform other related duties as required and assigned.

CRITICAL RELATIONSHIP MANAGEMENT

Internal:

• Directors, Co-workers, Front Line Staff, THQ Staff, Volunteers & Clients

External:

• Community Members, Vendors, Client’s Family Members

MANAGERIAL RESPONSIBILITY:

• Reports directly to the Director of Business & Administration
• This position has no direct reports

FINANCIAL AND MATERIALS MANAGEMENT:

• Responsible for agency wide purchasing with approval provided from member of Senior Management
• May be provided a corporate Visa for agency expenditures

WORKING CONDITIONS:

• This is a full-time position based on 40 hours per week
• Schedule may vary according to requirements of responsibilities; some weekend and evening work may be required
• Hours of work and work schedule will be set in coordination with the employee’s supervisor
• This position is not considered a management position for the purposes of the Employment Standards Act of Ontario
• Regular travel between locations in the city is a requirement of this position (within Hamilton, and surrounding area)
• Position will be predominantly in-person due to the requirements of the position
• Physical lifting of us to 20lbs may be required

The above responsibilities must be discharged in accordance with The Salvation Army’s Mission Statement, in a professional manner, upholding our code of conduct.

EDUCATION, EXPERIENCE, AND QUALIFICATIONS:

Education, Qualifications and Certifications:

• Completion of a two years of Community College in office or business administration or equivalent
• Alternative combinations of education and experience may be considered.

Experience and Knowledge:

• Three (3) years of prior related experience
• Information Technology (IT) knowledge is a strong asset
• Proficient in working in a computerized environment; must demonstrate strong skills using Microsoft Office Suite: Outlook, Word, Excel, Power Point.

Skills and Capabilities:

• Attention to detail, problem solving and analytical skills

• Self-motivated/disciplined

• Ability to maintain information in confidence and exercise good judgement

• Demonstrated ability to work independently and participate as an active and responsible team member in a cooperative team environment

• Excellent interpersonal skills, integrity, and adaptability

• Ability to handle complaints and resolve conflicts

• Strong negotiation skills

• Exhibit good listening skills, have strong oral/written communication skills and respect authority

• Participate in mandatory orientation training, on-going professional development and training

• Participate in regular supervision and performance appraisal processes

• Demonstrate an understanding of the psychological and social dynamics of working with developmental and behaviourally challenged individuals.

• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.

• Represent the organization in a positive, professional, and engaging manner.

• Comply with all Salvation Army policies, procedures, and associated legislation.

• Treat the property of The Salvation Army with due care and caution.

• Valid Ontario Class “G” Driver’s License, personal vehicle required and insurance, current copy of driver’s abstract that is satisfactory to The Salvation Army, in its sole discretion, is required

• Ability to provide an original copy of a Background Check with vulnerable sector screening that is satisfactory to The Salvation Army, in its sole discretion.

• Willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.

STARTING WAGE: $25.00/hr

Compensation:

The target hiring range for this position is $45,416.03 to $56,770.04 with a maximum of $68,124.04.

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email

Recruitment.Accommodations@salvationarmy.ca

if you have a need for any accommodation and we will be pleased to discuss this with you.