Job Description

JOB TITLE: Administrative Coordinator

PROGRAM: not applicable - all of MFRS

SUPERVISOR: Executive Director, MFRS

LAST UPDATED: April 18, 2023

ORGANIZATION:

As a values-driven organization, MFRS is grounded in the MFRS principles.

MFRS Principles

Relational : A way of interaction with and within the community in which we take time to listen, care, connect and love to build mutual support hand in hand

Participant Driven: Participants identify what’s important to them, what they need, and what they want to achieve. Our programs meet participants where they’re at and support them in reaching their goals

Empowerment: Building community and working together to share space, opportunities, skills, and knowledge for mutual learning, self-determination and ultimate well-being

Culturally Responsive: Safe spaces to maintain a home culture and adapt to new connections and diversity; and developing a deeper understanding between cultures that are always changing

POSITION SUMMARY:

The purpose of this position is to provide administrative support to MFRS operations, ensuring MFRS work effectively toward fulfilling MFRS’ vision.

You are not alone. You will be working with a team of passionate co-workers that collaborate and support each other. Our team mindset: we are a learning organization that sees “mistakes” or “missteps” as important learning opportunities and drivers for growth. As we learn, we keep in mind that we are accountable to each other and to the communities we serve.

RESPONSIBILITIES:

Implementation of Operations Administration

● Ensures up-to-date accessibility to templates and guidelines for MFRS directors, managers and coordinators as it relates to Human Resources, tracking of mileage, tracking of expenses and other similar program management tools

● Manages the administration of health benefits, in coordination with the

Administrative Manager and Bookkeeper

● Picks up and distributes mail

● Implements tasks as identified by Managers and Directors as it relates to maintaining the operational integrity of MFRS (including but not limited to gmail administration, proof of filing, insurance, occupational health and safety, charity compliance, IT, gift card tracking, bus ticket tracking, electronic filing system and supporting board operations, through the ED)

● Implements tasks as identified by Managers and Directors as it relates to vendors and partnerships related to overall MFRS management (i.e. cell phones, internet access, leases, Kids Up Front, Canada Summer Jobs, office supplies etc.)

● Identifies gaps and explores solutions with Managers and Directors for policy development and administration, as it relates to the scope of this position

Implementation of Finance Administration
● Coordinate with bookkeepers and appropriate signing authorities to ensure preparation of information (spreadsheets) to ensure timely approval of CAFT payments

Implementation of Charity Related Administration
● Provide timeline updates to bookkeeper and directors regarding donations from various sources (i.e. Canada Helps, donation website)
● Prepare charity receipts and thank you correspondence
● Maintain database of new and former donors

Teamwork and Collaboration

● Promote a positive working culture that values trust, responsibility, and teamwork; and recognizes that administrative supports should enable MFRS programming that models MFRS principles

● Maintains transparency, open-communication and seeks staff input as needed for better outcomes

QUALIFICATIONS:

Behavioural competencies

● Openness to intercultural learning – the ability to manage biases and use curiosity to learn more about others while also learning about yourself and being open to feedback

● Self-awareness – the ability to understand oneself and the impact that one’s perceptions and attitudes have on others

● Participatory - actively working with colleagues throughout the process of developing and implementing tools, policies, and procedures, honoring their knowledge, skills and experiences

● Focus on outcomes and plan/drive for results - maximizing resources to achieve results that are aligned with the goals of the organization, while maintaining accountability to each other and external stakeholders

● Agility - function as a role model of how to effectively work though change and how to adapt your approach, even in times of uncertainty and ambiguity

Knowledge

● Knowledge of the context of work in the not-for-profit/charitable sector
● Knowledge of the history and key issues for refugee/immigrant communities in Edmonton/Canada is an asset

Education: A University Degree, College Diploma or work/volunteer experience in a Community-related field /Social Services/Business discipline

Experience:

● 2 years of related work experience

Skills and Attributes:

● Ability to multitask, often in ambiguous circumstances

● Learning focused and adaptable to changes

● Ability to communicate effectively in different systems, with an understanding of process

● Commitment to practices that supports social inclusion, equity and anti-oppressive practices

● Computer skills related to budgeting and organizational management functions (e.g. MS Word, Excel, Quickbooks etc.)

WORKING ENVIRONMENT and COMPENSATION:

This is a 0.6 FTE (22.5 hr / week) position that works at the main office

(9538-107 avenue) and occasionally, in the Family Support Office (13026-97 St).

This position pays $28 per hour. The hours of work are primarily between

8:30AM-4:30PM but there would be occasional evenings and weekends.

3

Job Types: Full-time, Part-time
Part-time hours: 22.5 per week

Salary: From $28.00 per hour

Benefits:

• Paid time off
• Wellness program
• Work from home

Schedule:

• 8 hour shift
• Day shift
• Evening shift
• Monday to Friday

Ability to commute/relocate:

• Edmonton, AB T5H 0T7: reliably commute or plan to relocate before starting work (required)

Education:

• DCS / DEC (preferred)

Experience:

• Front desk: 2 years (preferred)
• Administrative experience: 2 years (preferred)

Work Location: In person

Application deadline: 2023-05-15
Expected start date: 2023-06-12

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