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Job Number:  45111
Coordinator, Administrative Services, Calgary AB
Job Posted: Friday, 1 June 2018
Closing Date: Saturday, 30 June 2018
(45 days ago)
Region: Calgary area Type: Full time
Location: Calgary, Alberta Salary: (not entered)





Life is a beautiful, complex and a wonderful thing. Life for people who are blind should be no different. To deliver on this vision and help us change what it is to be blind today, CNIB (the Canadian National Institute for the Blind) is inviting applications for spirited, determined leaders to join our team.

For 100 years, CNIB has been the leading national organization serving and supporting people with sight loss and, as we enter our next century of service, we want to take our work to the next level and smash societal barriers and stigmas associated to sight loss.

CNIB nationally employs hundreds of professionals delivering vision loss rehabilitation services and life enhancement programs to Canadians who are blind or partially sighted. These dedicated individuals are supported by thousands of skilled volunteers working in all regions of the country.

If you are a dynamic leader who wants to play a critical role at a transformational moment in CNIB’s history and help us change what it is to be blind, we want to hear from you.

We offer flexible work schedules, competitive compensation, comprehensive benefits, and opportunities to make an impact. Be a part of a collaborative and enthusiastic group of people whose shared vision is to change what it is to be blind.

CNIB strives to establish and maintain an inclusive workplace and believes that the diversity of our workforce is an invaluable asset. CNIB is committed to following recruitment and selection practices based on merit, transparency, accessibility and inclusion ensuring that all candidates are given a fair opportunity for employment with CNIB.

To help ensure that this commitment is met, CNIB is committed to working with all candidates that require an accommodation. If you require an accommodation, please state in your cover letter what accommodation you require and CNIB will work with you to meet your needs at every stage of the recruitment and selection process.

For more information, please visit www.cnib.ca or call 1-800-563-2642.

Date: May 31, 2018

Job Title:   Coordinator, Administrative Services

Term: Full Time

Location:  Calgary, AB


In covering a broad range of duties, this position creates the first impression of CNIB for visitors. The position entails a combination of office administration duties, supervision of reception volunteers and reception duties (in absence of volunteers), all essential in supporting the work of the Calgary Office and the various departments that work out of the space. The role also provides confidential administrative support to the Executive Director, AB-NWT Division Board of Directors, members of the Alberta Management Team and the Regional Vice President as required.


Essential Functions

This position is responsible for (but limited to) the following:


Office Coordinator Duties

  • Review current departmental processes. Recommends, develops and implements revised standards and procedures to enhance efficiencies and increase the customer service experience.  
  • Participates and manages the onboarding, supervision and training of reception staff and volunteers including scheduling during business hours.
  • Assists with onboarding of new employees. This may include ensuring adequate office space and equipment is available, training new hires with preliminary work information and supporting the new staff orientation processes
  • Assist in coordination of office and divisional meetings and events when necessary.
  • Coordinates various administrative requests received by internal and external departments.
  • Ensure office equipment is fully functional and maintained (faxes, copiers, postage machines, computers, printers, telephones). Coordinate repairs/replacement of equipment when needed.
  • Maintain and replenish office supplies as needed. Coordinate office supplies requests from internal departments.
  • Timely, customer-focused administrative services to the Calgary team as required.
  • Manage and record records for IT equipment for the province
  • Maintain record retention for office documentation (Iron Mountain)


Reception Duties (in absence of staff/volunteer)

  • Provide back-up coverage for reception as required which entails the undernoted responsibilities.
  • Answer and direct all incoming telephone calls to the appropriate personnel or department. Provide assistance where appropriate, e.g., contacting Access Calgary, appointment verification, etc.
  • Greet visitors and walk-in clients, directing visitors to the appropriate personnel or department
  • Assists clients with appointment confirmation through accessing online client database
  • Monitor visitor access and maintain building security
  • Opening and closing the Calgary office each day, ensuring all areas are secure.
  • Receive and distribute fax correspondence
  • Receive and sort mail and deliveries
  • Process outgoing mail
  • Maintain safe, clean, secured office areas particularly with respect to staff and visitors who are visually impaired

Executive Director/Board Support Duties

  • Schedule appointments and meetings, make travel arrangements and book appropriate facilities for Board meetings.
  • Prepare agenda, record, transcribe and distribute, in a timely manner, minutes of Board meetings.
  • Maintain all files and documentation for staff, leadership volunteers and board procedures.
  • Provide general administrative support to the to the Executive Director, AB-NWT Division Board of Directors and members of the Alberta Management Team
  • Coordinate travel and hotel bookings as required for Executive Director and update calendar as required
  • Coordinate reports as requested
  • Arrange catering and equipment needs for office meetings and presentations, as required.



  • Provides leadership and direction to reception staff/volunteers.
  • Assists in building relationships with internal and external stakeholders
  • Participates in committees and team meetings, as required.
  • Internal staff – works independently and collaboratively with all departments.

Problem Solving/Time Frame of Impact:

  • Ability to provide solutions to questions using creative and timely problem-solving skills.
  • Ability to manage multiple projects, while still meeting deadlines and producing high-quality

Decision Autonomy:

  • Works under the general direction of divisional guidelines and standards but has latitude in making decisions on routine tasks.
  • Consults with supervisor on issues that are more complex or may require upper level approval.
  • Exercises judgment and tact when dealing with individuals and knowing when to elevate issues to the next level.
  • Commitment to maintaining privacy and confidentiality. 


  • The ability to function with limited supervision when required.
  • Maintains a positive attitude focused on total company success.
  • Orientates new employees/Reception volunteers to office processes and computer programs, arranges office space, computer and phone access;
  • Works with all office staff to ensure the resources needed are available


Knowledge and Skill Requirements:

  • Strong knowledge of Microsoft Office with the ability to quickly learn new software
  • High degree of confidentiality
  • Comprehensive verbal and written communication skills
  • Ability to deal tactfully and diplomatically with challenging individuals or situations while maintaining confidentiality
  • Strong problem-solving skills with the ability to work under pressure
  • Strong attention to detail and the ability to multi-task and work independently.
  • Must have a track record of being reliable, punctual and professional and show a strong sense of personal responsibility
  • A self-starter with the ability to recommend changes for increased efficiencies
  • Experience in supervision of staff/volunteers.
  • Proven interpersonal and customer service skills.

Experience and Education:

  • High School graduate plus a graduate of a recognized Secretarial Business College/Business Administration program, or equivalent job-related experience;
  • Minimum 3+ years reception or administrative experience
  • Experience working with Boards and leadership volunteers
  • Previous not-for profit experience is an asset.
  • Staff/volunteer supervision experience required.

Work Environment

  • Respects the importance of confidential information while effectively functioning as a team member or working independently;
  • This public facing position deals with a wide variety of individuals and situations, both in person and on the telephone.


Closing Date for Applications: June 15, 2018

Please Send the Application To: Karen.L and quote the job title in the subject line

Please send cover letter and resume, and mention how you learned of this position.

We thank all applicants for their interest in CNIB, however, only those selected for an interview will be contacted.

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Closing Date for Applications: June 30, 2018
Please Send the Application To: Karen.L and quote the job title in the subject line
Please send cover letter and resume, and mention how you learned of this position.
Contact Details:
www:   www.cnib.ca

 Thanks for looking on WorkInNonProfits.ca and good luck with your job search!

Please Note: WorkInNonProfits.ca is not affiliated with and in no way endorses or vets the organization that posted this job. Any links posted within the job will take you to their external site where the same disclaimer applies.

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