Description:
The Administrative Coordinator position coordinates all administrative duties for the ministry unit lead as well as creates a welcoming and controlled reception environment for visitors, clients and staff at the 324 Logan office site. Additionally the position serves as the central communication liaison between SACJS Winnipeg and the MB Justice Triage system. The position supports the effective and efficient delivery of the programs and ministries of the full department through specific responsibilities of reception, scheduling, data input, some finances, special events, office equipment and data tools and department procedures.
This is a part-time position at 18 hours per week.
KEY RESPONSIBILITIES:
- Performs general office duties: answers telephone calls; directs and answers inquires; greets and escorts visitors. Manages the requests and concerns of clients and guests in waiting area along with monitoring and addressing their emotional states and interactions with a proactive and trauma informed orientation.
- Receives, tracks and processes all accounts payable for the unit. Monitors budgets and refers discrepancies to the supervisor. Maintains record keeping and preparation of reports using provided tools (Business World, Hifis etc.)
- Prepares and receives all paper work for various projects and processes (e.g. social services Accreditation, annual contract renewals, lease agreements).
- Recommends, drafts and monitors work flow procedures based on the needs of the unit and stakeholders.
- Drafts and types correspondence (e.g. letters dealing with administrative issues, dictation, acknowledgements); proofs typing for accuracy, sorts and prioritizes typing assignments within general guidelines; researches and responds to difficult enquiries on behalf of the supervisor.
- Be a member and provide administrative support for Management Team as well as preparing for and participating in strategic planning, professional development and staff meetings.
- Builds and maintains databases (e.g. hifus, employee/volunteer information, contact lists, inventory, hours worked and SAMIS).
- Has responsibility for routine human resource activities using Ultipro HRIS with the designation of Administrator.