Job Posting: Admin Lead

 

Barbra Schlifer Commemorative Clinic offers legal services and representation, trauma-informed counselling and multilingual interpretation to diverse women (self identified), non-binary, intersex, and Two-Spirit people who have experienced violence. We cultivate skills and resilience by fostering safety, dignity and equality and we amplify voices to create individual and collective change. Together with our donors and volunteers, we are active in changing the conditions that create environments of violence and oppression.

We are seeking an exceptional full-time Admin Lead to provide administrative support to the Executive Office and generally to coordinate administrative tasks and activities that facilitate a smooth functioning of the organization. This position reports to the Executive Director and works in collaboration with the Manager of Executive Office.

 

DUTIES AND RESPONSIBILITIES:

COORDINATION AND ADMINISTRATION

  • Maintain Executive Director’s calendar and provides administrative support and communications on behalf of the Executive Director
  • Coordinate and prioritize workflow between other administrative staff and volunteers to
    support general agency operations
  • Coordinate with Director of Operations the ordering of supplies, equipment and services as
    required
  • Coordinate a variety of activities related to events and meetings such as booking venues,
    preparing materials, arranging catering and coordinating attendance
  • Coordinate staff monthly trainings and other staff meetings including management meetings, taking
    and transcribing notes and minutes of meetings when required
  • Provide any needed support in coordination of Annual General Meeting
  • Act as back-up in absence of Manager of Executive Office

FINANCE

  • Ensure logistical support for annual audit and availability of all needed records
    Provide all needed information to the bookkeeper that meets the schedule provided
  • Process Accounts Payable including cheque requisitions, printing of cheques, obtaining required signatures and distribution of signed cheques
  • Process Accounts Receivable including preparation and submission of invoices, including for the Investing In Neighbourhoods Program on a monthly basis
  • Maintain files for all vendors with whom we have a contractual commitment
  • Maintains expense files which includes reconciling receipts to statements
  • Manage the Clinic’s petty cash system, including distribution of cash as needed and ensuring appropriate and accurate record-keeping and balancing

    IT& EQUIPMENT SUPPORT

    • Onboard new users with e-mail and network access
    • Provide EMHware general troubleshooting support
    • Liaise with IT consultant and coordinate trouble shooting and overall IT maintenance
    • Respond to computer user enquiries, resolve simple hardware /software issues where possible, or refer to IT Consultant where a more complex resolution is required
    • Provide general troubleshooting of office equipment and arrange for service when needed

    OTHER

    • Assist with the preparation of funding proposals as required
      Work collaboratively with all members of the Schlifer Team and support the diversity of women
      within the context of a diverse agency
      Comply with general Clinic and funder policies and procedures
      Perform other tasks as assigned

    MINIMUM QUALIFICATIONS

    • Post-secondary degree/diploma in a related field
    • Advanced executive administrative skills, including financial and data management skills
    •  Minimum 2 years’ experience in executive level administrative support
      In-depth knowledge and experience in the not-for-profit sector and specifically GBV
    • Exceptionally strong organizational skills and willingness to continuously learn new skills
    •  Ability to maintain a high level of confidentiality and professionalism
      Ability to exercise sound judgment when encountering difficult situations, or performing job responsibilities
    • Ability to work under pressure, respond to changing priorities and function as a highly efficient assistant
    • Excellent organizational, time management, file management and other related administrative skills
    • Proven ability to write executive level correspondence, reports, briefing notes and other written material
    • Advanced levels of computer skills, knowledge of various computer applications, including statistical
      and/or Microsoft Office programs, and strong capacity to learn new software
      Must possess a positive and friendly manner
    • Excellent interpersonal and oral and written communications skills
    • Must demonstrate strong initiative and must be goal-oriented
    • Experience in a multicultural environment

    CORE COMPETENCIES

    • Commitment to working collaboratively with and supporting diverse survivors of gender violence within the context of a diverse agency
    • Engagement in a self-reflective, ethical and collaborative practice that is non-judgmental and empathetic and reflects the vision and mission statements of the Clinic
    • Incorporation of principles of diversity and equity in responding to the service needs of clients
    • Commitment to working toward removing systemic barriers to the independence and wellbeing of women and marginalized communities
    • Excellent interpersonal, organizational, time-management and problem-solving skills, written and oral communication skills
    • Ability to work and support others in the context of a diverse environment
      Ability to work independently and as part of a team in a multi-disciplinary environment
    • Be a self-starter, creative and highly motivated
    • Share ideas and differences in the spirit of collaboration and cooperation
    • Commitment to ongoing personal and professional development

    SALARY: $48,384 annually. The position includes a comprehensive benefits package offered through a group plan as part of our United Way membership following a successful probationary period

    DEADLINE FOR RESUMES: August 2, 2021 – posting will remain active until suitable candidates are engaged 

    APPLICATION: Submit your cover letter and resume as ONE attachment to:

    [email protected] with the subject line of Lead Admin. Please indicate where you found our job posting.

    Barbra Schlifer Commemorative Clinic is an equal opportunity employer that welcomes candidates from equity-seeking groups and is committed to providing accommodations for people with disabilities.

    Please let us know if you require accommodation due to a disability during any aspect of the recruitment process, and we will work with you to address your needs.

    We thank all candidates for their interest. However, only those applicants selected for an interview will be contacted. NO PHONE CALLS PLEASE