For over 50 years Nellie’s has been providing shelter and support for marginalized women and their children in the Greater Toronto Area. We are mandated to operate programs and services for women and children who had or are experiencing violence, poverty, and homelessness. Nellie’s works to lessen homeless for women and their children whether the cause is family violence, mental health, or any other reason that results in dealing with the impact from trauma. In addition to providing shelter, our programs are designed to reduce the isolation that often comes with abuse.

Our core operations involve our 38-bed emergency shelter for women and their children who are homeless or escaping violent situations. In addition to our shelter, Nellie’s operates Community Support and Outreach programs that provides after care support and follow-up services to women and their children after they leave the shelter, as well as transitional housing support for women living in the community who are homeless or at-risk of becoming homeless.

Nellie’s is currently looking to hire an Administrative Coordinator to support the managements. The main function of this position is carrying out the administrative duties related to the operation of the organization.

Nellie’s is committed to the development of an agency that reflects the women it serves. This position is open to all women*.  Woman* signifies anyone who self-identifies as female, femme and/or woman. This includes transwomen, cisgender women, non-binary people who identify as femme or female presenting.  Applications from equity seeking groups are strongly encouraged

Main Function:  Responsible for carrying out the administrative duties related to the operation of the organization. This includes the process of planning, organizing, and controlling all the information-related activities of an organization, as well as the function of leading or directing people to attain the objectives of Nellie’s.

POSITION TASKS

Main Responsibilities:

• Administration duties
• Management Support
• Facility Support
• Operational Support
• General duties as required

Administration

• Manages the organization and office affairs, maintain both incoming and outgoing mail & correspondence
• Develops and maintains central filing system, including personnel files
• Orders and maintains office supplies
• Maintains office furniture, office and computer equipment and keeps up-to date inventory lists
• Keeps up-to-date records on Funders, Board and Employees
• Updates the Staff Seniority list as per the requirement of Collective Agreement
• Ensures back-up of administrative computer systems
• Assists in preparation and organization of agency events such as Annual General Meeting
• Assists in negotiation, supervision and maintenance of service contractors
• Assist in the preparation of annual budget by providing update information regarding seniority & salary rates
• Responds to telephone requests for information and assistance
• Assists with other duties as required, from time to time, aiding with the efficient operation of the organization
• Maintains a current awareness of women’s issues
• Occasional evening and weekend work
• Participate on community coalitions

Management Support

• Provides administrative support to the Board of Directors and the Executive Director
• Provides administrative support to the management team which include, Manager of Development, Program Manager and Manager, Finance and Operation
• Maintain board members’ files
• an update board member list, their terms and board bios
• Maintain board meeting minutes
• Plan and run the annual general meeting
• Recruit membership and agency membership in new fiscal year.

Operations and Facility Support

• Orders and maintains office supplies
• Maintains/orders office furniture, tokens, office and computer equipment and keeps up-to date inventory lists
• Maintains Tokens log and reconciles admin Petty Cash of $300
• Contribute to the improvement of workflow and provide input with the team by helping them adhere to admin procedures
• Coordinates the production of newsletter
• Assists with the development and maintenance of  the Website with outsource technical support
• Assist with upgrades and maintenance of technology systems including the  e-mail capabilities with outsource technical support
• Maintains Organization Resource Information

Others:

• Building maintenance and operations as required.
• Responds to telephone requests for information and assistance
• Maintains a current awareness of women’s issues
• Occasional evening and weekend work
• Assists with other duties as required, from time to time, aiding with the efficient operation of the organization
• Attends Board Meeting and participate in community coalitions

STAFFING REQUIREMENTS

• Post-secondary education and at least two years of relevant work experience
• Fluency in English is essential (oral and written), second language is an asset
• 2 or more years demonstrated success in administrative area
• Experience in and commitment to working within an anti-oppression framework
• Experience in the social service sector Able to work occasional nights and weekends
• Consistently demonstrates reliable professionalism in working in, out and across the organization.
• Proficiency in Microsoft word processing and Excel
• Strong organizational skills, flexibility and ability to multi-task
• Excellent written and oral communication skills.
• Knowledge of the social service sector
• Strong communication and negotiation skills
• Public speaking skills and Team building methods
• Proven commitment to AR/AO
• Experience in Community Development.
• Demonstrates leadership.
• Able to plan and execute events

This is a non-union position reporting to the Executive Director

Hours: 35/week

Pay: $24/hour

Date of Posting: September 19, 2024

Deadline of Applications: October 19, 2024

Nellie’s is committed to the development of an agency that reflects the women it serves. Applications from Aboriginal Women, World Majority Women/Women of Colour, Lesbians, Bisexual Women, Transgendered Women and Women with Disabilities, Women who have experienced Violence and Consumer Survivors are strongly encouraged.

Please email your application to .  Only those candidates who will be interviewed will be contacted.  The successful candidate will be required to obtain a Police Records Check for the vulnerable sector.

Nellie’s is a unionized workplace with the Workers United Ontario Council.