At Calgary Homeless Foundation, we are dedicated to our purpose of guiding the fight against homelessness. Positioned uniquely within the system of care, we have the ability to observe the many complicating factors that affect those facing or experiencing homelessness. Our broad perspective provides us with a deep understanding of the cause-and-effect dynamics of homelessness. This insight, delivered as an arms-length advisor, enables us to inspire governments, service providers, and our community to undertake a shared responsibility to maximize our collective impact in the fight against homelessness.
We commit to our purpose—and our ambition of becoming the authoritative guide in the fight against homelessness—by demonstrating the following leadership behaviors:
Taking Accountability: Guiding the fight against homelessness with responsibility and integrity.
Fostering a Growth Mindset: Continuously learning and adapting to better serve our mission.
Empowering Others to Succeed: Supporting and enabling our team and partners to achieve their best.
Collaborating for Greater Impact: Working together with various stakeholders to amplify our efforts and outcomes.
Position Summary
Reporting to the Director Finance and Operations the Office Administrator is responsible for the admin and operational aspects of CHF including general office operations. The Administrator is responsible for maintaining records management systems within the Finance and Operations department, office coordination and Receptionist function as well as coordinating backup for the Receptionist duties. This role also provides administrative support to the Director as required.
Areas of Accountability
Supporting the VP Finance and Operations / Co-VPs in an admin capacity
Coordinate with the Controller to develop, document and implement approved office processes, procedures, and reference materials e.g., front desk manual, supply order process, etc.
Perform Receptionist duties and ensure backup relief is scheduled for reception duties on an as-needed basis.
Perform invoice coding and submit invoices to accountant for payment.
Complete bank deposits.
Verify changes to Electronic Funds Transfer records for suppliers.
Perform assigned onboarding and offboarding duties for new/departing employees such as issuing/collecting access cards, adding/deleting users on scanners, ordering business cards and name tags, assigning workstations and labeling desk plates.
Coordinate all keys for new and existing employees including maintenance of key inventory listing for access to offices, filing cabinets, etc.
Coordinate and plan for office services, such as accommodation, relocations, equipment, supplies, forms, disposal of assets, parking, maintenance and security services and equipment repairs.
Supporting staff with parking, amenity access etc. and act as a point of contact with building management
Coordinate and map office layout and coordinate office and/or staff moves as required.
Ensure Finance and Operations record filing systems are maintained and up to date.
Coordinate archiving of hard copy official documents. Ensures protection and security and transfer of files and records.
Ensure comprehensive documentation of the workflow and procedures for the Office Administrator role and maintain updates as needed.
Support a CHF’s culture of Health and Safety by joining the office Health and Safety Committee.
This role may provide back up support to the Accounting and Administrative Coordinator as well as support the Contract & Document Specialist.
Other collaborative administration duties as required.
Qualifications and Education Requirements
Minimum 5 years’ experience in an office administration role.
Post-secondary diploma in business or office administration, or another relevant program would be an asset.
Knowledge and understanding of office procedures, records management procedures and office etiquette.
Excellent oral communication and writing skills.
Excellent technical and administrative skills with focus on accuracy and attention to detail.
Proficiency with MS Office suite, including Outlook, Excel, Word, PowerPoint, Outlook, and Adobe.
Demonstrated ability to: problem solve; prioritize assignments to meet deadlines; work independently within the defined parameters of the role; and an ability to take direction from multiple sources.
Non-profit experience and experience working within a culture of philanthropy would be an asset.
What We Offer
We offer an environment and culture where people are passionate about the work we do and supportive of each other. We work hard and learn together, celebrate our successes, and recognize the importance of having fun.
We provide a competitive compensation package including health and dental benefits, paid vacation, wellness and personal flex time.
We offer a hybrid working model.
Our Commitment
We celebrate and support diversity, fostering an inclusive and equitable workplace for all.
Requirements
Successful candidates must provide police information and vulnerable sector checks.
We thank all candidates for your interest in the working with Calgary Homeless Foundation; however, only those selected for an interview will be contacted.
