Bridging People and Possibilities  |  A Service of  Tyndale University

Project and Admin Coordinator

Project and Admin Coordinator

Company: The Salvation Army Territorial Headquarters
Contact Person: sandra.stokes@salvationarmy.ca
Location/Address:
2 Overlea Blvd
Toronto, Ontario , M4H 1P4

Position Description

This position exists to provide administrative and management support to the THQ Corps Mission Resource department head and staff for the creation, maintenance and promotion of resources designed to promote the mission of corps across the territory.

Key Responsibilities

Accountabilities:

  • Coordinate Day to Day Management of the Office of the Corps Mission Secretary:
  • Manage daily operations of Corps Mission Resource department
  • Provide administrative support to the Corps Mission Secretary
  • Provide full administrative assistance including preparing documents, responding to incoming correspondence, inquiries and phone calls, drafting letters and official information releases, arranging and attending meetings, taking and distributing minutes
  • Create and format presentations, reports and proposals for presentation to boards and meetings
  • Summarize responses to information requested by the Corps Mission Secretary
  • Maintain an effective filing system and retrieve files for outstanding matters as required
  • Assist management with relevant employee related matters ie vacation, sick days, and/or other employee related matters, coordinate/process new hire files
  • Reviewing and upgrading office procedures as necessary and maintain a current position “brief” describing office procedures and related information
  • Handling (retrieve, open, and distribute) departmental mail
  • Fire Warden – provide direction for safe evacuation and communicate with Chief Fire Warden

Manage the Flow of Information to/from the Corps Mission Secretary’s Office:

  • Screen all incoming communication and determine appropriate action
  • Prioritize urgent issues/managing workflow in the absence of the Corps Mission Secretary
  • Receive (and screen) all visitors to the office of the Corps Mission Secretary
  • Respond to correspondence on behalf of the Corps Mission Secretary when appropriate
  • Handle office matters and inquires

Manage Time and Resources of the Corps Mission Secretary:

  • Management of calendar of Corps Mission Secretary, for such things as appointments, meetings, travel, boards and committees
  • Manage and coordinate all travel arrangements including booking flights, ground transportation and accommodation with appropriate personnel, including troubleshooting any schedule conflicts and emergency issues
  • Liaise on behalf of the Corps Mission Secretary with Divisional Commander’s, Department Head’s and other staff
  • Prepare and provide Corps Mission Secretary with all necessary information for all appointments, meetings and committees

Support Effective Management of Meetings:

  • Assume responsibility for arranging and coordinating all meetings and teleconferences for Corps Mission Secretary
  • Organize business meetings and special events
  • Manage all logistics and planning
  • Develop and coordinate agenda items and any supporting documentation for other meetings
  • Oversee meeting rooms set-up, refreshments, equipment, etc.
  • Act as recording secretary to various committees as appointed, recording discussion and prepare and distribute minutes, notices and letters of decisions on behalf of the Corps Mission Secretary

Support and Coordinate Various Projects and Special Events:

  • Review of secondary/departmental email inboxes for urgent emails and alert respective staff, as required
  • Communicate with divisions, THQ departments and ministry units etc. on behalf of the project staff as requested.
  • Organize social functions within the Corps Mission Department including coffee and devotions

Support and Coordinate Annual Corps Review Process:

  • Support networking with other departments to identify document content updates
  • Assist with updating/editing and dissemination of the documents, forms, instructions, help documents
  • Maintaining, updating and ensuring accuracy of on-line form used to collect narrative information
  • Prepare end of process reports for dissemination by CMRD secretary

Support and Coordinate Learning Cohorts, Webinar and Conference Opportunities:

  • Provide task support for departmental conferences and special events including registration and scheduling, communicating with participants, booking of venue, ordering and setup for required meals
  • Maintaining seasonal course listings and registration for the Learning Cohorts, networking with course leaders
  • Communicating with participants regarding registration and providing frequent reminders for upcoming sessions,
  • Processing payments and obtaining receipts
  • Manage bookings of ZOOM sessions for Learning Cohorts, Webinars and other special events
  • Participate on team committees to develop plans for special events, training, conferences

Other Project Management Support:

  • Prepare and distribute territorial Long service recognition and retirement certificates, warrants and commissions
  • Maintain territorial and departmental documents owned by CMRD, updating and promoting as needed
  • Create, maintain, provide reports for departmental forms (online and electronic)

Qualifications and Requirements

Education and Certifications:

  • Completed 2-year college Diploma of Office Administration, Project Management or related field

Experience and Skilled Knowledge Requirements:

  • Minimum of 2-3 years of prior related experience including senior administrative/ secretarial experience/project management
  • Proficiency in MS Office including Word, Excel, Power Point, Sharepoint, Office 365
  • Knowledge of The Salvation Army policies and practices considered an asset

Preferred Skills/Capabilities:

  • Must be mature, proactive, well-organized, adaptable and professional
  • Must have a strong ability to handle confidential information appropriately, be discreet and be diplomatic
  • Ability to work independently as well as an excellent team player
  • Excellent written and oral communication skills
  • Excellent interpersonal, organizational and supervisory skills
  • Creative skills for preparation of presentation materials
Posted: October 5, 2021 | Expires: November 30, 2021
Posted Under: Administration
Career ID: [ 9521 ]