Job Posting 88981

Acting Office Coordinator
Inter-Cultural Association of Greater Victoria
Vancouver Island & Coastal areas
Victoria
closes in 2 days (Fri, 2 Dec)
full time  •  $30.18 per hour

Vacancy Posting – Competition #2022-10-19-AOC

Posting date: October 19, 2022

Closing date: Ongoing posting until a successful candidate is selected

Position: Acting Office Coordinator

Hours of work: Full-time 35 hours per week

Start date: As soon as possible

Contract period: Ends March 31, 2023, with possibility of extension until December 30, 2023

Location of work: 102-808 Douglas Street, Victoria BC

Rate of Pay: $30.18 per hour (benefits after successful completion of probation period)

The Inter-Cultural Association of Greater Victoria (ICA) helps immigrants and refugees meet their social, cultural, and economic goals. Comprised of dedicated staff and volunteers, ICA provides language instruction, support finding housing and employment and a range of other services. In addition, ICA is actively engaged in the community to strengthen connections between immigrants and those born in Canada. Through our work, we are building a strong, diverse, and vibrant community. ICA is a welcoming, passionate, and energetic organization that has been having a positive impact in the Greater Victoria region for 50 years.

Job description: Coordinates and supervises the smooth running of ICA’s busy front office and interpretation/ translation components of ICA’s settlement and integration services for immigrants and refugees. Coordinates office and facility operations (including network administration).  Works in close cooperation with the Manager of People and Culture and functions as a member of ICA’s coordinator team.  Serves all individuals, including BIPOC, LGBTQ2+ and Indigenous, and those with diverse abilities. This is a hands-on and physically active and demanding position. Reports to the Manager of People and Culture.

Qualifications

  • Certificate or Diploma in a related disciple (office and network administration) or combination of education training and experience.
  • Related professional development on themes pertinent to office/program coordination, network administration, Occupational Health and Safety, and bookkeeping.
  • Three years’ experience in a supervisory capacity.
  • Computer proficiency and in-depth knowledge of network administration, and relevant software such as MS Office (including platforms such as Teams), QuickBooks Premier, OCMS and iCare, or other related software.
  • Three years of previous work experience within social services, not-for-profit, and/or multicultural environment.
  • Superior customer service/relations skills, working with immigrants, refugees, from a wide variety of cultural and ethnic backgrounds.
  • Experience working in a unionized environment preferred.
  • Proficiency in a settlement and/or resettlement language preferred.
  • Indigenous cultural competencies and/or lived experience with Indigenous communities welcomed.

Key duties and responsibilities

  • Supervises, trains, supports, and manages performance of front office staff (reception and interpretation/translation); provides backup support for front office staff; establishes work schedules, and tracks work offered to on-call casual staff.
  • Establishes, reviews, and keeps up to date front office, interpretation/translation, and office coordinator operating standards, and procedures manuals; keeps staff apprised of developments or changes related to ICA’s systems and operations.
  • Coordinates -
    • interpretation/translation program - hiring of contractors, police information checks, approves invoices, monitors payments and contract budgets, and is appointed as ICA’s Corporate Security Officer as applicable to ICA’s interpretation/translation contract;
    • office operations and -
      • acts on or monitors requests (with support of contracted network administrators) related to computer hardware, software, and network issues, ensures newly hired staff are set up with hardware, software, network accounts, and passwords, and decommission staff when no longer employed;
      • keeps accurate records of all office equipment, distributes, and ensures return of equipment (computers, headsets, cameras, ICA allocated cell phones (includes contract management), landlines, photocopiers, printers, tools, DVD player, etc.)
      • monitors preventative facility maintenance and reacts to maintenance emergencies; liaison with external contractors and/or landlord’s building supervisor;
      • performs general office functions (petty cash/Moneris reconciliation, filing, troubleshoot equipment issues (Multi-Factor Authentication and softphone setup), furniture maintenance, office signage, allocation of access cards and keys, provides support for electronic-in-out (EIO) system, FOB allocations/changes, orders name badges, and business cards, and coordinates disposition of archived files on an annual basis, maintains a professional and tidy office environment, including the storage rooms; and
      • reviews, and approves office supply requests, and orders office supplies as needed.
  • Appointed as fire warden and first aid attendant and ensures contents of first aid kits are regularly checked and stocked as per WorkSafe BC regulations; all offices have first aid attendant and emergency evacuation signage posted, Covid-19 health and safety protocols are followed at the front office, and PPEs are in stock at all times.
  • Supports Manager of People and Culture with meeting setup, events, or special projects as needed.
  • Creates awareness of anti-oppressive/social justice issues.
  • Participates in training opportunities to stay current on issues impacting ICA’s operations.
  • Organizes, chairs, and/or participates in regular team and organization-wide staff meetings.
  • Follows all ICA policies and administrative procedures.

Additional information

  • Valid BC driver’s license, favourable driver’s abstract and access to a car would be an asset.
  • As a condition of hire, an updated criminal record check, including vulnerable populations check, WHMIS training and driver’s abstract are required.

Submit a cover letter and current resume (in pdf. format), noting relevant qualifications, experience, language proficiency, and vaccination status to the Inter-Cultural Association of Greater Victoria, Attention: Manager of People and Culture, via email to . This is an ongoing posting until the position is filled. Please quote Competition #2022-10-19-AOC in the subject line.

Please note:  This is a unionized position subject to the terms and conditions of our Collective Agreement and of our funding agreements with various funders.  As per the Collective Agreement, internal applicants will be given consideration with respect to filling the position prior to external candidates being hired.  This position is open to applicants of all genders.  This position requires union membership.  Only short-listed applicants will be contacted.

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