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Job Number:  46748
Facilities & Administrative Coordinator
Job Posted: Tuesday, 31 July 2018
Closing Date: Tuesday, 14 August 2018
(62 days ago)
Downtown Eastside Women's Centre
Region: Vancouver & Lower Mainland Type: Full time
Location: Vancouver Salary: $25 per hr + generous health & welfare benefits after 3mths

Facilities & Administrative Coordinator

Permanent / Full-time / Posting ID#FA18-001

 

The Downtown Eastside Women’s Centre (DEWC) is a Drop-In Centre and Emergency Night Shelter offering a wide variety of services and programs to a diverse community of women and children living in the Downtown Eastside of Vancouver.

 

The Facilities and Administrative Coordinator provides operational and administrative support to the management and governance team of the Downtown Eastside Women’s Centre (DEWC).  She ensures overall effective and efficient financial, governance, operations and facilities, and office administration systems and support.

 

Reporting directly to the Executive Director, the Facilities and Administrative Coordinator will work in collaboration with other DEWC staff to ensure services to women.  She will work from a feminist perspective and within an anti-oppression framework.

 

Role Summary

 

Governance   

  • Provides administrative support to the Board of Directors and its Committees including the compiling, maintenance, and distribution of minutes and correspondence. Coordinates Board and committee meetings
  • Prepares and facilitates the annual audit including maintaining the Audit binder; sending funder contract verifications, and obtaining signing documents from bank.
  • Compiles and prepares documents and reports for Annual General Meeting. Including online society filings.
  • Maintains and updates the company website ensuring adherence to DEWC policy

Records Management

  • Develops and maintains administrative, operations, and finance records management systems.
  • Archives documents and files, ensuring their appropriate storage.
  • Updates and maintains governance and society documents including membership list.
  • Maintains, updates, and files attendance records and payroll documents

Finance                                              

  • Processes financial donations and in-kind contributions (monthly and one-time), including updating the donor data base, prepares charitable tax receipts adhering to CRA guidelines.
  • Prepares and makes bank deposits, ensuring communication with DEWC Book Keeper
  • Codes and processes accounts payable. Submits prepared AP for approval, investigating irregularities.  Facilitates signing of cheques in accordance with Board policy.
  • Set up pre-authorized payment plans for monthly accounts, updating as necessary

Operations and Facilities

  • Handles and responds to daily mail, and general correspondence.
  • Monitor and orders facilities, stationary, and office supplies as well as establish supplier accounts.
  • Facilitate and coordinate maintenance and repair needs by establishing service contracts, arranging maintenance and repairs through the Property Management and/or service contractors.
  • Facilitate, manage, and maintain the company phone system, including cell phones
  • Establish and oversee contracts for on-going services such as janitorial, computer, telephone, photocopier, kitchen equipment, plumbing, electrical, etc.
  • Apply for annual alarm permit and manage contract with monitoring company including repairs and maintenance. Updating alarm codes as required;
  • Maintain operational information such as phone extension list, computer/phone passwords, alarm codes, and other password recording

Required Qualifications

  • Minimum 5 years related experience working with low-income women, at least 2 years in a women serving or inner city drop-in environment
  • Must have a strong working knowledge and analysis of the issues impacting women in the DTES, including violence against women, mental health, homelessness, and addictions
  • Candidate must work from strong feminist analysis and within an anti-oppression framework
  • Demonstrated computer and IT aptitude including word, excel, and quickbooks
  • Demonstrated administrative skills, including report writing
  • Efficient organizational skills including record keeping, scheduling, and problem-solving abilities
  • Strong conflict resolution skills and practice
  • Demonstrated crises intervention training and experience
  • Excellent communication skills required, including the ability to work in a respectful and cooperative manner with co-workers, and centre members
  • Ability to work within a chaotic environment and with a diverse community of women
  • First Aid certificate is required
  • Candidate must undergo a criminal record check
  • Women with addiction issues need to be at least 2 years clean and sober

Position reports to:   Executive Director

 

POSITION DETAILS:

  • Stat Date: ASAP / Excluded / Non Union – Permanent /  Full Time position
  • Wage Rate - $25.00/hour - 70 hours bi-weekly / Tues - Sat / 9 Day - Fortnight Schedule *Excellent health and welfare benefits at the conclusion of a successful probationary period*
  • Application closing date: Tuesday, August 14, 2018 at 5:00pm

Please  Submit cover letter and resume to - The Facilities and Administrative Coordinator Hiring Committee to:

 302 Columbia Street, Vancouver, BC, V6A 4J1

Fax:  604-681-8470 - Email:   

 

*Aboriginal women and women of colour are strongly encouraged to apply / additional languages spoken an asset *

**Please NO phone call or email inquiries.  Only shortlisted candidates will be contacted**

 

 

 



How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Please submit resume and cover letter to Human Resources in person; via fax or email(no phone calls please):
ATTN to:
The Facilities and Administrative Coordinator Hiring Committee
Contact Details:
Human Resources
Downtown Eastside Women's Centre
302 Columbia Street
Vancouver, BC, V6A 4J1
Fax: 604-681-8470
E-mail:
www:   www.dewc.ca


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