Administrative and Volunteer Coordinator - East Campus

** Who We Are
** For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship.

As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.
** Mission Statement
** The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.
*
* Job Description:

**** Position Purpose

Summary:

** This position is primarily responsible for overseeing the daily business operations of reception, volunteers, food distribution programs, and special events at the East Campus. Ensures policies, practices and procedures are understood and followed by reception staff, volunteers, clients and stakeholders.
** Accountabilities:
**** 1. Administrative/Coordination Support:
*** Performs general office duties such as answering the phone, greeting clients, photocopying, and distributing materials, sending and receiving documents, and resolving routine inquiries.
* Prepares and distributes agendas, takes minutes, and distributes minutes for various committees as assigned by the Family Program Manager.
* Provides leadership and coordinates Special Events at East Campus as assigned; may include scheduling and attending meetings, preparing promotional material, ordering supplies, and coordinating logistical matters, this includes adherence to timelines to service delivery.
* Supports Family Program Manager in the organization and execution of Food Distribution Programs. This includes coordination of vendors, volunteers and staff in inventory management.
* Opens and distributes incoming mail and processes outgoing mail which may be of a confidential nature; receives parcel(s) and distributes to the appropriate person(s).
* Orders office and other supplies as needed through the internal ordering protocols (e.g. kitchen or lunchroom supplies); ensures supply areas are organized.
* Operates pallet stackers, pallet jacks, and other material handling equipment; training will be provided.
* Must be able to lift and move materials up to 25 lbs and stand for extended periods of time.
* Arranges for maintenance of the office equipment.
* Maintains filing system and generates reports as required.
* Liaises with internal/external sources to complete required job tasks.
* Coordinates all room bookings within East Campus; this includes internal and external booking, setup requirements, insurance requirements, collection of fees, etc.
* Prepares reports and briefs for management as required. Prepares and receives all paperwork for various projects and processes, and contracts.
* Updates program schedule on website calendar.
* Gains proficiency in Community Services (Calgary) software programs to support services.
* Attends meetings/events/committees as required by the Family Program Manager.
* May develop required forms for program/service delivery.
* Performs other related tasks as assigned.
** 2. Team Coordination:
*** Supports Family Program Manager by providing operational oversight to reception team.
* Supports Family Program Manager with hiring qualified staff and that staff have the skills and resources to do their jobs.
* Supports Family Program Manager with tracking completion of mandatory training, certifications, and other training required to effectively perform duties and/or meet legislative requirements.
* Coordinates all arrangements and scheduling to support staff training and development.
* Ensures East Campus reception is fully staffed.
* Provides administrative and coordination support to the manager in supervision and performance management and with probationary and annual performance reviews as requested and assigned.
* Provides support with approval of timesheets in the payroll system for employees to ensure accuracy is maintained and identify and discrepancies to manager as required. May also support approval of vacation, and sick time, changes, etc.as required.
** 3. Volunteer Coordination:
*** Ensures that volunteers are effectively utilized, supported, evaluated, and retained.
* Provides a welcoming environment for volunteers by greeting volunteers upon arrival and providing introductions.
* Oversees volunteer sign-in and sign-out procedures.
* Directs volunteers to their assigned task areas and provides clear instructions on tasks to be completed.
* Acts as the on-site point of contact for volunteers once intake requirements (paperwork and administrative processes) have been completed and the volunteer is scheduled for a shift.
* Acknowledges and thanks volunteers…