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Job Details

Peacebuilders International (Canada)
Primary Job Category
Administrative / Clerical Support
Related Job Categories
Position Type
Full Time
Region
ON - Metro Toronto Area
Location(s)
Career level
Experienced (Non-manager)
Ad Online Since
05/16/2017
Application Deadline
05/29/2017

Office Administrator

Title: Office Administrator

Location: Toronto

Commitment: Full time (one year contract with possibility of renewal)

Start Date: June 19, 2017 (or as soon as possible)

Salary: Commensurate with experience

Overview

Peacebuilders International (Canada) (“Peacebuilders”) is seeking a motivated and enthusiastic person with a passion for social justice and youth to fulfill our Office Administrator position. The role reports to the Executive Director (“ED”) and to the Chief Executive Officer (“CEO”) and works closely with the operations team to develop and implement the processes and systems required to support the effective administration of the organization. The Office Administrator is responsible for ensuring efficient operations in the areas of: administration, office management, and reception. The Office Administrator will also provide support to the Board of Directors.

In addition to being a strong team player, the ideal candidate has at least five years of office administration experience and should be capable of designing, maintaining, and managing the office systems of a small but growing organization, focusing on efficiency and accountability.

About Peacebuilders

Peacebuilders is a leading youth restorative justice charity that offers leadership and diversion programs to youth in the school and justice systems. Peacebuilders creates strong communities that engage, empower, and support youth by transforming conflict into opportunities for growth and positive change. Building on over 12 years of experience, Peacebuilders’ programs are designed to meet the needs of youth affected by adversity by facilitating dialogue through peacebuilding circles.

Peacebuilders’ main office is located at the Centre for Social Innovation in Regent Park, but our programs are run out of multiple locations, including the Ontario Courts of Justice at 311 Jarvis St., the MLSE Launchpad, Ryerson University, as well as Eastdale Collegiate Institute, and other locations.

For more information, please visit peacebuilders.ca.

Responsibilities

Reporting to the ED and to the CEO, the Office Administrator will be responsible for:

Office Management:

  • Reception services (i.e. answering phones and directing inquiries);
  • Other administrative support as required.
  • Developing, maintaining, and managing all office information systems (electronic and hard copy);
  • Ensuring compliance in relation to Health and Safety, emergency procedures, space and facilities management/use/risk management, insurance, etc.;
  • Maintaining governance-related administrative records;
  • Providing administrative support to CEO, ED and others as required (including managing schedules);
  • Developing and maintaining office management systems (equipment, supplies);
  • Selecting and implementing an enterprise-wide database and document management system;
  • Maintaining organizational database and sending mass emails;
  • Managing use and booking of office space;
  • Liaising with building maintenance as required; and

Finance and Budget Administration:

  • Coordinating reminders for time sheets and expense reporting for staff, and collecting and organizing expense-related items for bookkeeper;
  • Supporting operations and financial administration staff in collating financial information and producing timely financial reports for the Board, funders, and other stakeholders as needed.

Fundraising and Events:

  • Support in organizing and running Spring for Peace, Peacebuilders’ annual fundraising event, which takes place each spring;
  • Support researching and organizing materials and deadlines for funding proposals; and
  • Organizing space, food and materials for other program and administrative events as needed.

Human Resource Administration:

  • Supporting staff recruiting/onboarding processes as required; and
  • Overseeing any students, volunteers, and interns who are providing administrative services to the organization.

Board and Staff Administrative Support:

  • Scheduling meetings;
  • Arranging venues for meetings;
  • Producing Minutes of meetings if required;
  • Assembling and distributing documents required for meetings; and
  • Maintaining governance-related administrative records, specifically in relation to Peacebuilders’ Board of Directors minutes and agendas.

Skills and Experience

  • At least five (5) years of overall office administration experience, preferably in a non-profit environment;
  • Diploma, certification, or degree in administration, business, management, and/or non-profit management;
  • Excellent interpersonal and team skills;
  • Calm, caring, and positive attitude, with a good sense of humour;
  • Excellent written and oral communications skills;
  • Demonstrated resourcefulness, initiative, flexibility, and good judgment;
  • Ability to work effectively in a fast-paced environment;
  • Excellent administrative and organizational skills;
  • Attention to detail;
  • Strong proficiency in Microsoft Office;
  • Knowledge and experience with book-keeping and database software (QuickBooks and Gift Works);
  • Experience managing all aspects of a small office;
  • Ease and experience managing website and social media;
  • Technologically savvy; and
  • Commitment to Peacebuilders’ values and mission.

Assets

  • 3+ years of financial and operations experience, preferably in a non-profit environment;
  • Experience with AdobeSuite;
  • Proven ability to perform standard business and budgeting operations, track financial and budget data;
  • Proven ability to establish and maintain systems for basic bookkeeping functions;
  • Ability to create and use excel-based financial/budget management tools;
  • Recognized professional accounting designation completed or in progress; and
  • Access to a vehicle.

Compensation

Peacebuilders strives to be competitive yet realistic. Compensation will be appropriate to professional qualifications, work expectations, and the demands of the position.

Application Process

Applicants are required to submit:          

  1. A cover letter addressed to Elisha Muskat;
  2. A resume that clearly demonstrates the qualifications required of this position, your experience, and your desired salary range; and
  3. Three (3) references from unrelated parties.

Please reference “Office Administrator”.

Deadline to apply: June 29, 2017 at 9:00 a.m.

Peacebuilders International (Canada) is an equal opportunity workplace, welcoming of diversity and people from varied backgrounds and experiences.

Only those candidates selected for an interview will be contacted. Please no telephone calls.


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