Summary

Highbanks supports mothers aged 16 – 24 who are emerging from trauma, homelessness, or instability. With safe, affordable housing and trauma-informed services, our program weaves together education planning, life-skills development, mental-health supports and cultural connection so that young families can heal, grow and move toward confident, independent future

Description

Highbanks Society

Office Administrator
Title: Office Administrator
Reports to: CEO
Status:  37.5hrs/week (7.5 hours per day) some evenings & weekends as required.

Nature & Scope: The role of the Office Administrator demonstrates as a highly collaborative staff member passionate about serving vulnerable youth and children.  The successful candidate must be able to work in a team environment and manage the office needs of a small, dynamic, and growing charitable organization. Familiarity with the homeless sector of service provision and related services and programs is a benefit.  You will be a key player in the day-to-day program in a small charitable organization and responsible for overseeing administrative services, bookkeeping support to Finance Manager, and provide assistance to the Chief Executive Office.  Competent understanding of administrative applications is a necessity and a skillset that includes attention to detail, and the ability to change tasks and work in a fast-paced environment.  This role is a critical first point of access for stakeholders and the community at large meaning the Office Administrator holds great responsibility in demonstrating professionalism, responsiveness, and compassion. The ideal candidate for this role should possess exceptional organization skills, attention to detail, and the ability to work in a busy environment with competing priorities. They should be self-motivated, trustworthy, and can multi-task effectively.
 

  • Act as central point of contact for all inquiries both internal & external daily.  In person, online, and by telephone. 
  • Assistant to CEO with scheduling appointments and meetings, preventing conflicts and ensuring all team members are informed.
  • Assist CEO with human resources, including coordinating benefits, overseeing training, and helping to ensure we are in accordance with workplace policies and procedures.
  • Assist with the processing of payroll and tracking of employee sick time, vacation time, and wellness days.
  • Perform bookkeeping functions such as invoicing, monitoring of accounts receivable, budget tracking, accounts payable, coding and classification of expenditures.  Experience with QuickBooks is required.
  • Support the CEO and Finance Manager in preparing documents for meetings of the Board of Directors.
  • Preparing for meetings as directed by the CEO provide tours and introduction to Highbanks ensuring guests, volunteers, and donors are welcomed according to cultural values of organization.
  • Develop an efficient filing system and maintain records.
  • Prepare and distribute external correspondence.
  • Prepare internal communications to clients as needed.
  • Maintain office supply inventory.
  • Support CEO in coordinating ‘In-Kind’ donations.
  • Update office manual and emergency response plan.
  • Coordinate the input and management of donor database.
  • Issue and track tax receipts as required.
  • Manage and oversee compliance calendar.
  • Responsible for the inventory of client grocery cards and distribution tracking expenditures and needs. 
  • Is responsible for the distribution of client codes and access to building, keys for leased units with off-site housing partners, client laptop assignments, and other duties as required by leadership. 
  • Some fundraising duties and event planning as required.

Assists the CEO in the following areas concerning goods and services procurement, distribution, and receipt:

  • The preparation of purchase requisitions and disbursement vouchers for supplies, equipment, and services, and ensures the accurate maintenance of files of requisitions and purchase orders.
  • The receipt, verification and distribution of incoming supplies and equipment and verification of suppliers’ invoices for payment upload to financial systems.
  • Maintenance of an inventory of equipment and makes recommendations for repair/ replacement, as required.
  • Preparing invoices for services related to projects and memoranda of understanding with community partners.
  • Prepare and deliver Donor recognition letters.
  • Maintain and manage all records & digitize historic records.
  • Manage the scheduling of contractors and meeting spaces for bookings and appointments.
  • Other duties as requested by Highbanks leadership.

Building Management

  • Act as landlord representative for clients, prepare lease contracts and conduct move in/out requirements.
  • Ensure timely client/resident and commercial rent payments and deposits.
  • Facilitate general maintenance of the Bowview Building.
  • Oversee cleanliness of Bowview Building, interior & exterior, including maintaining office area, laundry, dishwasher.
  • Act as liaison with commercial and residential tenants.
  • Act as liaison with repair persons or contractors.
  • Oversee and manage fire safety equipment maintenance and inspections
  • Oversee and manage boiler system inspections and maintenance as well as seasonal a/c system
  • Liaise with commercial tenant
  • Responsible for maintenance of building in both the common areas and within the living units
  • In conjunction with the CEO, respond to building maintenance crises if they arise
  • In conjunction with the CEO, develop and implement an annual maintenance schedule
  • Responsible for overseeing building cleaning

IT Management:

  • Ensure all staff have appropriate hardware (ie. Cell phone, laptops), software, and training – coordinate any purchases with Finance Manager.
  • Coordinate IT support with IT provider for any user issues.
  • Coordinate with Highbanks Leadership Team to negotiate internet and security system service contracts with providers.

Key Qualities

  • Post-Secondary diploma in fields such as Business Administration or Business Management is an asset with experience or certification in Bookkeeping.
  • Strong interpersonal communications skills and ability to communicate effectively with a diverse population.
  • Ability to multi-task and remain on focus despite interruptions.
  • Knowledge of Microsoft Suite of products, office administration, database management, bookkeeping knowledge with experience in QuickBooks and building management an asset.
  • Excellent problem-solving skills; able to think quickly and adeptly to address problems efficiently.
  • Demonstrates a commitment to excellent customer service.
  • Applies organizational value in all aspects of stakeholder interaction.
  • Ensures care and responsiveness to the needs of those the organization serves.
  • Demonstrated ability to collaborate with multiple constituents
  • Strength in relationship building with a variety of stakeholders
  • “Can do” attitude, and collaborative work approach
  • Strong people skills with the ability to communicate effectively with people from diverse racial, ethnic, socioeconomic, and gender backgrounds
  • Ability to build authentic relationships with diverse communities
  • Strong organizational skills and ability to manage multiple priorities at once
  • Ability to work well independently and as a member of a highly integrated and diverse team
  • Demonstrated ability to solve problems and manage conflict
  • Personal suitability is an important consideration

Why Join Highbanks Society?
We pride ourselves in an inclusive culturally safe environment that fosters a strength-based approach rooted in the grandfather teachings that provide a foundation for how we work with our clients and each other.  We offer competitive compensation package that values your work in providing:

  • Meaningful work that changes lives and strengthens families
  • Supportive team environment grounded in empathy and mutual respect
  • Opportunity to shape innovative programming and contribute to community development

How to Apply
Please submit your resume and cover letter to Chief Executive Officer at shannon@highbankssociety.ca
Applications will be reviewed on a rolling basis until successful candidate found.  Our 3 stage Interview process will include review from Highbanks team members, clients, elders, and board members.
We encourage those of Indigenous decent to apply as our organization is committed to the calls to action of the TRC and understand the role we play in serving youth in our organization who identify as Indigenous to Turtle Island.
Highbanks Society is committed to employment equity and encourages applications from individuals of all backgrounds, including Indigenous peoples, racialized individuals, LGBTQ2S+ persons, and persons with disabilities.  Please note only successful applicants will be contacted for interview.
Selection Process:

  1.  Successful applicants will be selected for initial virtual interview with staff.
  2. Successful first interview candidates will advance to leadership interview for an in-person conversation on your interest in joining the team at Highbanks.
  3. Successful second stage interview candidates will then be provided with the opportunity to present on their goals for starting work and their 1st year if successful in competition.  Interview will include staff members, clients, and elders.  What strategies would you utilize to empower yourself and what drives your passion to work with the youth and children of Highbanks.