Job Posting 100571

Administrative & English for Community Integration (ECI) Program Coordinator
Multicultural Family Resource Society
Edmonton area
closed 9 days ago (Thu, 11 Apr)
part time  •  $28.00 per hour or $32,760.00 per year

POSITION SUMMARY:

The purpose of this position is to provide administrative and communication support to MFRS operations and project stakeholders, ensuring MFRS work effectively toward fulfilling MFRS’ vision.   This position will also supervise programming and staff in the English for Integration program. This position is a good fit for you if you are highly organized and love to seek clarity about program needs and plans.

You are not alone. You will be working with a team of passionate co-workers that collaborate and support each other. Our team mindset: we are a learning organization that sees “mistakes” or “missteps” as important learning opportunities and drivers for growth. As we learn, we keep in mind that we are accountable to each other and to the communities we serve.

RESPONSIBILITIES:

Implementation of Operations Administration

  • Picks up and distributes mail.
  • Ensures up-to-date accessibility to templates and guidelines for MFRS directors, managers, and coordinators as it relates to Human Resources, tracking of mileage, tracking of expenses and other similar program management tools.
  • Manages the administration of health benefits, in coordination with the Administrative Manager and Bookkeeper.
  • Manages the administration of employee onboarding package including keys, IT – including Gmail account, computer access, cell phone assignment as needed and more.
  • Manages administration tasks related to employee exit such as key return, return of technology, ensuring Google Workspace access is suspended and more.
  • In conjunction with the Executive Director, ensures HR files are up to date, including updated Criminal Records Check and Intervention Record Check.
  • Implements tasks as identified by Managers and Directors as it relates to maintaining the operational integrity of MFRS (including but not limited to Gmail administration, proof of filing, insurance, occupational health and safety, charity compliance, IT, gift card tracking, bus ticket tracking, electronic filing system and supporting board operations, through the ED).
  • Implements tasks as identified by Managers and Directors as it relates to vendors and partnerships related to overall MFRS management (i.e. cell phones, internet access, leases, Kids Up Front, Canada Summer Jobs, office supplies etc.).
  • Identifies gaps and explores solutions with Managers and Directors for policy development and administration, as it relates to the scope of this position.

 Direct Program Coordination (approx. 1 day a week)

  • Ensures the English for Community Integration (ECI) design and outcomes align with funder requirements and MFRS mandate, values, and strategic direction.
  • Provides oversight for the spending, implementation, evaluation, and renewal of the ECI program.
  • Provides support to ECI staff for achieving program/project objectives.

 Implementation of Charity Related Administration

  • Provide timely updates to Executive Director, bookkeeper, and directors regarding donations from various sources (i.e. Canada Helps, donation website).
  • In coordination with the Executive Director: review, track and facilitate processing of emergency fund requests in a timely manner.
  • As requested, prepare Emergency Fund distribution reports for the Board.
  • Prepare charity receipts and thank you correspondence.
  • Create and maintain database of new and former donors.

Communications Coordination

  • Provide program/project management support to ELIP and SIS (e.g., drafting emails to connect sector partners around a common issue, take and distribute minutes.
  • In coordination with ELIP and SIS leadership, build templates for project plan. coordinate the information required for a program funding proposal).
  • Provide program/project management support (e.g., drafting emails to connect sector partners, building agenda templates for meetings, take and distribute minutes).
  • Oversee communications functions for MFRS are current (posting on social media, updating our website, preparing the newsletter, and designing external communications tools).
  • Assist with the writing of reports as required by funders and other stakeholders.

Teamwork and Collaboration

  • Promote a positive working culture that values trust, responsibility, and teamwork; and recognizes that administrative supports should enable MFRS programming that models MFRS principles.
  • Maintains transparency, open-communication and seeks staff input as needed for better outcomes.

 QUALIFICATIONS:

Behavioural competencies

  • Openness to intercultural learning – the ability to manage biases and use curiosity to learn more about others while also learning about yourself and being open to feedback.
  • Self-awareness – the ability to understand oneself and the impact that one’s perceptions and attitudes have on others.
  • Participatory - actively working with colleagues throughout the process of developing and implementing tools, policies, and procedures, honoring their knowledge, skills, and experiences.
  • Focus on outcomes and plan/drive for results - maximizing resources to achieve results that are aligned with the goals of the organization, while maintaining accountability to each other and external stakeholders
  • Agility - function as a role model of how to effectively work though change and how to adapt your approach, even in times of uncertainty and ambiguity.
  • Communication - Ability to maintain effective and timely communication internally within MFRS and external project and/or partner stakeholders.

 Knowledge

  • Knowledge of the context of work in the not-for-profit/charitable sector
  • Knowledge of the history and key issues for refugee/immigrant communities in Edmonton/Canada is an asset.

Education: A University Degree, College Diploma, or work/volunteer experience in a community-related field /Social Services/Business discipline

Experience:

  • Minimum of 2 years of related work experience

Skills and Attributes:

  • Ability to multitask, or problem solve often in ambiguous circumstances.
  • Learning focused and adaptable to changes
  • Ability to communicate effectively in different systems, with an understanding of process.
  • Has examples of exceptional written and verbal communication skills.
  • Commitment to practices that supports social inclusion, equity, and anti-oppressive practices.
  • Computer skills related to budgeting and organizational management functions (e.g. Google Suite, MS Word, Excel, PPT, etc.)
  • Independent, self-motivated, and organized
  • Excellent time management skills
  • Has demonstrated ability to work with teams.
  • Has experience fostering relationships both internal and external to the organization.

Other Requirements

  • Have a valid driving license and have access to a vehicle.
  • Have a valid Police Record Check and Intervention Record Check

 WORKING ENVIRONMENT and COMPENSATION:

 This is a 0.6FTE (22.5 hrs./ week) position that works at the main office (9538-107 avenue) and occasionally, in the Family Support Office             (13026-97 St).

The hours of work are primarily between 8:30AM-4:30PM but there would be occasional evenings and weekends.

 

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