Agency Support Administrator

Summary

Description

About Us
At the Calgary Drop-In and Rehab Centre (the DI), we are dedicated to serving our community with kindness. Our mission – to work with community to end homelessness, one person at a time – goes beyond providing immediate support; we strive to create an environment where individuals can regain their confidence and rebuild their lives.

Our dedicated team of staff and volunteers work tirelessly to ensure that everyone who walks through our doors feels welcomed, respected, and valued. What sets us apart is our holistic approach to support. We offer not only safe and comfortable accommodation and meals but also access to essential resources such as health and recovery services, and housing supports.

All our programs, including emergency shelter, are low-barrier, trauma-informed, housing-focused, and recovery-oriented, aimed at supporting Calgary’s most vulnerable citizens. And our doors are always open.

Position Summary
Reporting to the Executive Assistant, the Agency Support Administrator is responsible for providing exceptional administrative support to the staff and leaders of the DI, as well as managing the smooth operation of the main office. The ideal candidate will be highly organized, detail oriented, and have a proven ability to multi-task in a dynamic and fast-paced environment.

The role will be a reliable and trusted representative of the DI, responsible for overseeing day-to-day administrative tasks, managing office resources, and providing support to various departments in a professional, efficient, and confidential manner. This position requires a consistent in-office presence to support the essential operational needs of staff and leaders at the DI.

Time Commitment
This is a full-time (40 hours/week) in-office position. Some unusual hours may be required from time to time as the need arises. Schedule may be altered at the discretion of management.

Job Duties and Responsibilities

• First point of contact for staff on all office administration inquiries and requests
• Office Management, including:
  • Reception duties (Presence at the front desk is required to support DI personnel)
  • Meeting visitors at building entrance
  • Answering front desk phone & triaging calls
  • Managing incoming and outgoing physical mail
  • Office supply ordering, organization, monitoring, and vendor management
  • Providing support for other departments with special projects as needed
  • Taking responsibility and ownership for the tidiness of meeting rooms, reception area, office and storage areas and staff kitchen.
  • Performing other light cleaning duties as required.
• Managing the transit ticket distribution program (PICs Program) with community partners
• Provide administrative support to Senior Leadership and other agency departments:
  • Responsible for file management, creating briefing notes, designing correspondence, proofreading, reviewing mail/emails, creating meeting agendas, distributing meeting agendas to the attending parties, taking meeting minutes as required and coordinating asset distribution
• Supporting insurance renewals and filing
• Supporting finance department by corresponding with the bank, coordinating bank deposits, scanning of incoming invoices, and other tasks as requested
• Supporting gift processing and tax receipt printing
• Agency-wide event support
• Providing administrative support to the DI’s on-call programs and committees
• Providing support to the Executive Assistant as needed (e.g., backup support to the Board of Directors or CEO)

Required Competencies and Qualifications

• A genuine commitment to the mission, vision, values, and work of the agency
• 3+ years’ experience as an office administrator
• An administrative course or equivalent training would be an asset
• Satisfactory Criminal Record and Vulnerable Sector Check – dated within the last 6 months. Copy required.
• Ability to develop relationships with a wide variety of service stakeholders
• Positive, energetic, and self-directed, with effective time management and organizational skills including the ability to deal with several priorities at the same time
• Extremely organized and detail-orientated and able to thrive in a fast-paced environment
• Proven ability in dealing with highly confidential and sensitive matters
• The ability to make sound rational decisions based on information provided and employ critical thinking where information may not be clear
• Stay updated on relevant regulations and industry best practices
• Excellent communications skills, both oral and written
• Proficient in Microsoft Office365 and Microsoft Office Suite 2016
• Demonstrate essential desktop troubleshooting skills
• Eager to learn new systems and adopt improved best practices

Working Conditions
The individuals we serve are experiencing homelessness or precarious housing and may also be facing substance use disorders and/or mental or physical health challenges. Many have a history of significant trauma. These experiences can influence their interactions with both staff and one another. By recognizing these behaviors as responses to past experiences, we are able to engage with our guests in a manner that is empathetic and respectful.
This role may involve high-stress situations that require resilience, compassion, and composure. At the DI we are deeply committed to the well-being of our staff, implementing policies and providing resources that support both physical and psychological safety, as well as mental health. We address the immediate challenges faced by our team to provide the highest level of support as well as the cumulative impacts of this vital work. By prioritizing staff well-being, we empower our team to provide the highest level of support to those in need, fostering a culture of care and understanding throughout our organization.
While the work is demanding and requires a strong commitment, those who are drawn to this field often find it to be one of the most impactful and rewarding careers they can pursue. It’s about making a difference – one person at a time.

Why the DI?
The DI aims to be an “Employer of Choice” and affords each employee an opportunity to help make a real difference in our community, and more importantly in the lives of those who rely on our services. We take great care in hiring the right people who fit, and who share our outlook on the value of people and wholeheartedly believe in the mission of the organization. We believe in living our values in every word we speak and in every action we take, and we want people who share this commitment.

Our Culture
Our values form the cornerstone of our culture:

RESPECT: Our actions honour the rights, differences, and dignity of others

COMMUNITY: Through collaborative partnerships, we work together as a team, building inclusive communities

KINDNESS: We accept each person’s uniqueness with compassion and empathy

WELLNESS: We promote, provide and support holistic wellbeing

ACCOUNTABILITY: We operate with transparency and integrity in both our relationships and our commitments.

What we Offer
Staff at the DI enjoy competitive compensation packages, including employer-paid benefits depending on role and employment type.
Some of the employer-paid group benefits include:

• Vacation days
• Sick days
• Wellness days
• Extended Health & Dental coverage
• Employer Matching RRSP Program
• Homewood EFAP
• Life Insurance and Accidental Death & Dismemberment (AD&D)

Employees will be enrolled in Long-Term Disability and Critical Illness insurance, paid for by the employee. This is mandatory and may not be opted out of.

Benefits are based on employment type and usually available on the 1^st of the month following your start date. If you are successful in obtaining employment with the DI, People and Culture will discuss your eligibility for benefits with you.

Alberta Living Wage Employer
The DI is an Alberta Living Wage Employer. This means we are committed to paying our employees a living wage that allows them to meet their basic needs and participate in their communities. A living wage is different from minimum wage in that minimum wage is mandatory and the same throughout the province while a living wage reflects what people need to cover the actual costs of living in their communities. Payment of a living wage is a voluntary commitment from employers to go beyond the minimum. Visit to learn more about the living wage.

The DI is an equal employment opportunity employer. We are committed to and support equal employment opportunity for all individuals without regard to race, religion, color, national or ethnic origin, gender, age, sexual orientation, gender identity, disability, or veteran status.

If you are an applicant in need of accommodations or special assistance throughout the interview process, please submit a request by email to people@thedi.ca