Position Summary

Under the supervision of the Office Administrator, the Office Administrator / Reception is a competent individual committed to IRCOM’s vision and mandate to empower newcomer families to integrate into the wider community through affordable transitional housing, programs, and services. This staff is a detail oriented, efficient and resourceful individual with strong interpersonal, organizational and administrative skills, able to meet the challenges of working with a culturally diverse group of community members. The ideal candidate will be able to multi-task in a fast paced environment prioritizing tasks and executing them to a high degree of accuracy. The OAR will exhibit and uphold core values of respect, non-violence, equality, and team work.

Objective

The objective of the OAR position is to ensure effective, efficient and accurate operations of IRCOM Inc. through the support of the management team. Furthermore, the OAR is responsible for providing administrative and clerical services to the organization and work in cooperation with all staff members within the mission, strategic goals and objectives, policies and procedures of IRCOM. This position is integral to the success of the organization.

General Administration

• Reception: Greet and direct visitors, answer the phone, take messages
• Collect and distribute mail, file documents
• Prepare for meetings (i.e. order food for meetings, make copies, set up room)
• Act as an internal staff liaison to facilitate staff communication
• Develop, coordinate, and monitor the effectiveness of administrative procedures

Office Management

• Manage budget for office expenditures
• Implement office procedures and develop new procedures as needed
• Organize storage room and keep office space professional and in order
• Handle calls and issue letters of correspondence on behalf of IRCOM Inc.
• Keep office and kitchen supplies adequately stocked, including the purchase of office supplies
• Oversee booking and scheduling of IRCOM facilities by staff and external groups

Human Resource Support

• Create and distribute the monthly internal staff newsletter
• Organize logistics for annual staff retreat
• Organize other staff events such as IRCOM family fun day, baby showers, etc.
• Update staff contact list and activities calendars
• Serve reminders, create agendas, and take detailed minutes during IRCOM staff meetings
• Act as the IRCOM Privacy Officer

Financial Support

• Administer IRCOM’s petty cash system at IRCOM House Isabel

Computer Support

• Create an inventory of all IRCOM hardware, software, licenses, etc.
• Ensure telephone system, internal server and other technology is operational and inform appropriate support person of problems
• Maintain office equipment and call contractors when repairs are required

Administrative Support

• Provide administrative support to IRCOM staff
• Monthly reporting to the Office Administrator (Bookkeeping)
• Perform other duties as requested by the Executive Director or designate

Qualifications

• Post-secondary education in a relevant field such as Business Administration or Customer Service plus a minimum 2 years direct administrative or customer service experience OR equivalent combination of education and experience
• Strong organizational skills and the ability to prioritize work
• Strong written and oral English communication skills
• Demonstrated experience working in a fast paced, multi-tasking environment
• Extensive computer experience with Microsoft applications and experience creating, designing and manipulating spreadsheets, including trouble shooting computer and tech issues
• Excellent cross-cultural and team work skills
• Ability to work with people from diverse cultural backgrounds
• Must be open-minded, resourceful, highly motivated, creative and independent
• Demonstrated strong commitment to supporting and empowering the newcomer community through previous volunteering / community involvement
• International education/experience is recognized
• Newcomer experience is an asset
• Knowledge of a second language is an asset

Hours of work

This is a full-time position for a maximum of 37.5 hours per week. The OAR’s hours will take place during IRCOM business hours between 9am and 5pm, Monday to Friday; however some evenings and weekends may be required as per the needs of IRCOM programs.

Other

The salary range for this position is $31,219 - $37,310.

Selected candidate must be legally entitled to work in Canada.

Employment Equity is a factor in selection. Applicants are requested to indicate in their covering letter or resumé if they are from any of the following groups: women, Aboriginal people, visible minorities and persons with a disability.

To apply for this position please submit your resumé and cover letter by June 6, 2014 to:

Office Administrator
95 Ellen Street
Winnipeg, Manitoba R3A 1S8
Email: admin@ircom.ca
Fax: 204 - 943 - 4810

We thank all who apply. Please be advised that only those selected for an interview will be contacted. Your cover letter, resumé and/or application must clearly indicate how you meet the qualifications.

Please note the successful candidate will be required to submit to a Criminal Record Check as well as a Child Abuse Registry Check.