Administrative Coordinator

ECOLOGY OTTAWA IS SEEKING AN ADMINISTRATIVE COORDINATOR TO PROVIDE FULL-TIME SUPPORT FOR OUR OTTAWA-BASED ENVIRONMENTAL ORGANIZATION.


About the Organization

Ecology Ottawa is a volunteer-driven, not-for-profit organization that has been advocating since 2007 to make Ottawa a greener, smarter and more sustainable city. The organization has developed a solid reputation for mobilizing communities to take local action on a range of pressing environmental issues, including climate equity, renewable energy, trees and biodiversity, active transportation and air quality. Our team of passionate employees is heavily supported by a very large and dedicated group of volunteers and supporters.

About the Role

The Administrative Coordinator is a key player in all aspects of the organization’s work. They ensure smooth operation of the organization’s day-to-day activities, facilitate internal communications, and help to cultivate a positive and rewarding work environment for the team.

The ideal person for this role is well-organized, cares about details, and takes pride in helping others succeed. They are also committed to making Ottawa a greener, smarter city and motivated by a chance to champion sustainability every day.

The Administrative Coordinator reports to the Executive Director.

Primary Responsibilities

Administration:

  • Maintain the organization’s records and files, including documents, calendars, correspondence, and financial records such as invoices and receipts. Ensure that all files are organized, accessible to appropriate staff and board members, and complete.
  • Provide meeting or support services to the Executive Director and board as-needed.
  • Provide periodic administrative or logistical support for special events.

Finances:

  • Receive incoming invoices, payment requests, receipts, and donations. Ensure that they are labelled and organized for the bookkeeper.
  • Manage relationships with suppliers and vendors and assist staff with purchases and reimbursement requests as needed.
  • Download, label, and file statements for all accounts (e.g., VISA, PayPal) on a monthly basis.
  • Ensure that financial information is delivered to the bookkeeper and that financial reports from the bookkeeper are delivered to the Executive Director in a timely manner (i.e., upon request and/or according to the routine outlined in the organization’s financial management policy).

Communications:

  • Serve as the public’s first point of contact for website and email communications and phone calls, assisting them or referring them to the appropriate staff member as needed.
  • Ensure organizational information on the website is up-to-date, such as staff listings, contact information, job postings, annual reports, etc.
  • Draft, edit, and/or send basic communications to the organization’s network, volunteers, and/or donors.

Office and IT Coordination:

  • Serve as the primarily liaison to Impact Hub. Ensure the space is serving the needs of staff and volunteers at all times (e.g., book meeting rooms, coordinate with use of team desks, check on supplies).
  • Order and manage supplies, software, computers or other equipment and devices as required.
  • Ensure backups are being generated and stored in accordance with the organization’s policy.
  • Manage the organization’s information technology, including administering the Google Workspace account.
  • Provide support and training for software used by the team, including Nation Builder, Google Workspace, Microsoft Office, Slack, and the Nethris payroll system.

Human Resources and Organizational Culture:

  • Support recruitment, orientation, and onboarding efforts for new staff.
  • Configure workstations for incoming and outgoing staff and interns.
  • Maintain, update, and communicate organizational policies on a routine basis.
  • Assist with recruiting and supporting interns and seasonal staff.
  • Schedule and facilitate team meetings on a routine basis.
  • Coordinate vacation schedules and other leaves of absence.
  • Prepare routine reports for UNIFOR.
  • Assist staff in the process of applying for/ using benefits.
  • Support the Executive Director and bookkeeper in preparing and processing payroll, including periodic Records of Employment, vacation accrual reports, etc.

Qualifications

Mandatory Qualifications:

  • Candidates must have a minimum of two years experience performing similar duties.
  • Candidates must be available to work in the Ottawa community.

Desirable Skills and Abilities:

  • Candidates should be able to demonstrate an interest in current sustainability issues, particularly those that affect residents of Ottawa.
  • Candidates should be able to demonstrate an attention to detail, particularly in administrative and financial matters.
  • Candidates should be able to demonstrate proficiency with mainstream software services, an ability to troubleshoot issues, and the ability to train and support others.
  • Candidates should be able to demonstrate an understanding of good financial management practices. Familiarity with nonprofit bookkeeping, financial reporting, and use of restricted funds is an asset; training will be provided.
  • Competency in French is an asset, but not required.
  • Experience in the nonprofit sector is an asset, but not required.
  • Candidates should demonstrate an ability to deliver information in a friendly, engaging, clear, and accurate manner.

Location

Ecology Ottawa is a hybrid workplace. The organization maintains an office at Impact Hub but staff are also able to work remotely as needed and desired.

The Administrative Coordinator must be located in the Ottawa region and available to perform periodic duties such as bank deposits in-person. Otherwise, details regarding off-site and on-site work will be agreed upon during the hiring process.

Hours of Work, Compensation, Benefits

This is a full-time, permanent position. A normal work-week is 40 hours, however a shorter work week with a prorated salary may be negotiated. The majority of work will be completed during normal business hours Monday to Friday. Occasional evening or weekend work may be required for occasional special events or community meetings.

The salary range for this position is $45,000 - $50,000 per year, plus the following benefits:

  • 4 weeks of vacation per year
  • Unifor union membership after 3 months of service
  • Generous health benefits including long-term disability insurance
  • Parental leave benefits including salary top-up

How to Apply

Please send a resumé and cover letter to [email protected] before June 10, 2022.  Applications will be reviewed as they arrive. Interviews will take place by video conference in June.

In your cover letter, please tell us why you are interested in this role. Feel free to draw attention to specific skills or experience that match the qualifications described in this posting.


Ecology Ottawa is committed to employment equity and seeks diversity in our workforce.  We welcome applications from all qualified individuals and encourage applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.


 

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