Office Administrator Coordinator - Hospice Toronto

About Hospice Toronto

Hospice Toronto is committed to supporting individuals, families and caregivers who are dealing with progressive life limiting illness in our community. We work with a dedicated team of professionally trained volunteers who provide a wide range of support to enhance our client's quality of life when you cannot add days to life, add life to days. Professional staff and volunteers support in enabling individuals to remain in familiar circumstances surrounded by those who care for them.

Hospice Toronto is committed to excellence in client and caregiver care and continues to respond to the changing health care climate. The successful candidate will be an energetic, highly motivated team member committed to the delivery of grief and bereavement support as a continuity of care to our clients of the in-home hospice program, and to outside referrals from our community partners.

Purpose of the Position:

Hospice Toronto is seeking a proactive Office Administrator Coordinator to manage our operations. In this role, you will coordinate schedules, handle inquiries, and maintain effective communication among team members. Your responsibilities will include managing emails, scheduling meetings, and fostering relationships with partners. The ideal candidate will have strong organizational and communication skills, with experience in an administrative role.

Position Summary:

The Office Administrator Coordinator will play a vital role in managing daily administrative tasks while facilitating, communicating, and collaborating among team members. This individual will be responsible for coordinating schedules, handling inquiries, and maintaining efficient office operations in a virtual environment. The ideal candidate will possess excellent organizational and communication skills, with a strong ability to multitask and prioritize.

Roles and Responsibilities:

Administrative Services:

1. Performs a wide variety of administrative duties as required for the daily operations of Hospice Toronto, including office reception, efficiently and effectively answering/vetting phone calls and updating voice-mail for staff as required.
2. Develops, recommends and implements office procedures and systems, ensuring smooth office operations.
3. Coordinates office activities and schedules for all staff and for Standing Committees of the Board of Directors.
4. Coordinates all travel logistics for Hospice Senior Leadership team and staff, prepares expense reimbursements in a timely manner as required.
5. Receives and screens communications to the Hospice Toronto, (including telephone calls and e-mail messages), using independent judgment to determine those requiring priority attention.
6. Prioritizes, channels, and facilitates communication among the Senior Leadership team, Hospice staff, and the Board of Directors as requested.
7. Receives and distributes incoming mail, reviewing and evaluating mail to identify those items requiring priority attention of the Executive Director.
8. Coordinates mail outs (with involvement, where appropriate of administrative volunteers) e.g., Newsletters, Direct Mail, Remember and Celebrate.
9. Arranges meetings, training seminars, and conferences which involves identification of facilities, arranging catering and other related logistics.
10. Researches and analyzes routine administrative projects for Hospice Toronto and prepares first draft reports on routine administrative matters.
11. Assists with the preparation of presentations, in relevant formats, including PowerPoint.
12. Reviews and summarizes miscellaneous documents, preparing background documents as necessary.
13. Prepares minutes of meetings as required, e.g., staff meetings, A team minutes for Client Service Coordinators, etc.
14. Independently responds to letters and general correspondence of a routine nature.

Asset Management

1. Undertakes and maintains Hospice Toronto assets and inventory.
2. Assures adequate office supplies are on hand and that these are used prudently.

IT and Systems Management

1. Develops and updates databases for donors and stakeholders associated with the hospice.
2. Records donations in databases, and prepares tax receipts with covering ‘Thank You’ letters prepared for the Executive Director’s signature.
3. Maintains the computer system with the assistance of professional support, as required and approved e.g., works with contract staff to support and coordinates Information Technology (IT) and other systems related matters.
4. Point of contact to troubleshoot, and is the ongoing resource for basic software application issues identified by Hospice staff, e.g., MS Word, Excel and PowerPoint, Income Manager applications.
5. Coordinates updates Website content that reflects hospice staff input and works with the Webmaster to assure timely updates.

Social Media and Online Communications

1. Lead the agency’s social media presence, creating, posting, and promoting content on multiple channels, developing, and maintaining a monthly social media calendar in consultation with management and program staff.
2. Share information that supports and drives engaging conversations related to Hospice Toronto.
3. Track metrics and analyze campaign results, staying abreast of industry best practices, emerging social media platforms and trends in technology.
4. Oversee the information flow and design of the HT’s website, ensuring timely review of information and regular updates are made.
5. Ensure effective fundraising integration in social and web platforms.

Funding Development

1. Provides administrative support to the preparation of grant proposals in a timely and complete manner, e.g., typing/revising and collating funding proposals under the direction of the Director Development and other staff involved in grant proposal preparation.
2. Assists the Coordinator, Financial and Human Resource Services with processing payment of invoices and reconciling donor contributions.
3. Maintains, monitors and reconciles Petty Cash for the office within policies and guidelines.

Special Events

1. Participates in the coordination of Special Events as required, supporting the preparation of materials and assisting with other logistics as required.
2. Assists with follow-up to Special Events, as required.

Other:

1. Perform other administrative and office management tasks as required to ensure the smooth functioning of the organization.

Job Qualifications/Experience:

1. Equivalent to completion of two years of community college-level coursework in business or a field related to the work and three years of office administrative, supervisory or lead experience in the area of assignment; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as presented above.
2. Computer competency including word processing, PowerPoint, Excel.
3. At least 3-5 years of experience in the not-for-profit sector.
4. Knowledgeable about and skilled with information systems and database programs (Donor Perfect).
5. Knowledge of when and how to use various media channels of communication.
6. Proven experience with social media platforms (Facebook, Instagram, TikTok, etc.), web analytics tools and web tools and languages (WordPress, HTML, CSS, JavaScript, etc.).
7. Skilled in performing technical, specialized, at times complex and difficult office administrative work requiring the use of independent judgment.
8. Excellent verbal, written and keyboard skills.
9. Excellent organizational skills, organizing own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with a minimum of direction.
10. Demonstrated commitment to completion of projects on a timely basis, working well under pressure.
11. Ability to give attention to detail and tolerance for working on multiple assignments/projects simultaneously.
12. Ability to interpret and implement policies, procedures and computer applications.
13. Able to analyze and resolve office administrative and procedural problems.
14. Demonstrated ability to perform basic research and prepare reports and summarize recommendations.
15. Ability to use initiative and independent judgment within established policy and procedural guidelines.
16. Skilled in providing comprehensive office administrative support in the areas of procurement, report preparation and staff communication.

Core Competencies:

1. Highly motivated, energetic self-starter.
2. Demonstrated ability to work independently and ethically with little supervision, as well as interdependently, as a member of an interdisciplinary team.
3. Upbeat, positive, outgoing, personable and able to relate well with diverse populations and age groups.
4. Uses effective personal and interpersonal behaviours: self-aware, demonstrates maturity, exudes integrity, acts on values, communicates effectively, lives holistically balancing work and personal life.
5. Communicates effectively with co-workers, volunteers, senior staff, Board of Directors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.
6. Effectively manages area of responsibility: organizes effectively, puts quality first, and is outcome focused.
7. Values and advocates diversity, recognizing the organizational benefits from diversity of experience and background.
8. Capable problem solver, tailoring approach to situation – receptive to feedback.
9. Communicates in writing and verbally in a manner that influences support and engagement internally and externally.

Application Process:

We thank all applicants for their interest. We will only contact those applicants selected for further consideration. No telephone, walk ins or agency inquiries please. Please note that submissions will be reviewed on an on-going basis and individuals may be invited to conduct an advance tele-screen or interview. Therefore, early submissions are encouraged. Deadline to apply is December 06, 2024.

Note:

Potential employees will be required to complete reference and security checks as part of the pre-employment process.