Shelters Administrative Coordinator

** 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.
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* Job Description:

**** POSITION PURPOSE

SUMMARY:

** The Shelters Administrative Coordinator (Non-Union) provides efficient, accurate, and confidential administrative support to the Shelters management team. The Shelters Administrative Coordinator plays a key role supporting team/committee meetings, payroll, scheduling, preparing and processing documents and staff training.
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* HOURS:

** Reg FT Mon-Fri 8am-4pm, 7.5 paid hours and 0.5 unpaid meal break per day.
** ACCOUNTABILITIES:
** The incumbent may perform all, some, or similar duties to the listed below:
** 1. Scheduling and Human Relations
*** In conjunction with the Shelters Operations Manager, creates Shelter staff schedules, authorizes payroll, tracks and enters vacations in Workday, and tracks attendance and absenteeism.
* Participates in selection, orientation, training, development and evaluation of shelter staff.
* Resolves routine employee inquiries about scheduling, vacation, etc., and escalates to Shelter management as needed
* Collaborates with Vancouver Harbour Light administrative department to ensure staff records are accurate and up to date, such as sick notes, seniority, etc.
* Participates in the development and scheduling of skills building workshops and training for shelter staff in conjunction with Shelter Management and Vancouver Harbour Light Administrative Coordinator.
* Maintains employee training records and other databases.
* Tracks completion of documents required by The Salvation Army’s annual performance evaluation and coaching (PEAC) and ensures they are filed appropriately (digitally).
* Supports managers with fact-finding by taking minutes, and other administrative functions
** 2. Record Keeping
*** Handles and ensures the protection of extremely confidential and sensitive employee, client and/or program files
* Under the direction of the Shelters Management, compiles monthly occupancy data and prepares monthly reports for BC Housing and/or other funding agencies
* In conjunction with Shelters Operations and Programs Managers ensures timely reporting of statistical information for the SAMIS database
* Under the direction of the Shelter Management, monitors the maintenance of proper records, e-logs and reports to ensure the smooth operation of all shelters
* Provides additional statistical and evaluative information when required
** 3. Administration
*** Supports management team with operational reviews, researching, preparing or collecting paperwork for projects and processes, generating reports, scheduling, reminders, documents, etc. as requested
* Maintains current knowledge of funders, contracts, and grants pertaining to Shelter programs and ensures compliance
* Schedules meetings, prepares agenda, and takes minutes; types and circulates minutes
* Collect and review client feedback forms for follow up
* Coordinates internal document distribution and sign-off processes, including annual policy manual updates and reviews
* Under the direction of the Shelters Operations and Programs Managers, monitors the ordering and delivery of shelters inventories and supplies, including maintaining adequate office supplies; may arrange for maintenance of office equipment
* Participates in the development and application of policies and procedures
* Drafts and prepares reports, presentations, and certificates subject to…