Reporting Relationship
The Administrative Coordinator reports to and works under the direction of the Executive Director, Coalition Secretariat.

Working Environment
The Administrative Coordinator works in a fast paced environment involving social issues of a complex, sensitive and at times urgent nature. The Administrative Coordinator often works under tight time constraints while maintaining professionalism and efficiency. The work of the Coalition is carried out by a large number of individuals from a variety of public, private and non-profit sector organizations through cross-functional teams. The work environment is collaborative with a service-oriented culture. Within the Secretariat, the Administrative Coordinator works in a team environment with limited supervision, and requires initiative, good judgment, and excellent communication skills. The Administrative Coordinator position is a diverse role involving financial management, public relations, project management and administrative duties. This position requires a high energy, motivated, dynamic professional that will represent the Coalition in all manners and relationships by enhancing and supporting a collaborative and service-oriented environment/culture.

Purpose of the Position
The Administrative Coordinator provides support to the Coalition as a whole. More specifically the Leadership Council, Funders Table, Coordinating Committee, Working Groups and the Program Manager of the Coalition Secretariat. The Administrative Coordinator is responsible for the development, implementation and maintenance of effective support services through the following accountabilities:

Specific Accountabilities/Deliverables
Financial:

• Administering project budgets
• Processing Accounts Receivable/Payable
• Preparing payroll accounts
• Preparing monthly expenditure reports
• Reviewing expense claims for compliance with policy
• Processing expense claims, cheque requisitions, journal vouchers.
• Financial data entry
• Maintaining petty cash

Project management:

• Event coordination involving communication, organization, advertising.
• Special projects as assigned by the Executive Director

Communications:

• Development of appropriate communications materials including a website, blogs, press releases as required and in coordination with the Program Manager.
• Ensuring adequate IT systems to support office functions. 

Contracting:

• Preparing and receiving contract requests/proposals
• Drawing up contractual documents
• Validating contract invoices against terms/conditions; forwarding for authorization & payment

Document Management:

• Records and information management
• Document distribution and tracking
• Mailing and courier services
• Printing and copying

Committee support:

• Coordinating the production of briefing notes
• Preparing and circulating meeting agendas, support information
• Taking action item minutes
• Tracking and following up on issues for the Co-Chairs of the Leadership Council, Funders' Table, Coordinating Committee and Executive Director of the Coalition

Reporting:

• Preparing/facilitating/coordinating the production of budget materials, financial reports and forecasts; status reports, performance reports and annual reports and special reports.

Education, Training and Experience:
Successful completion of grade 12 and/or university degree (preferred), augmented by Office Administration certificate/equivalent experience and/or Applied Communications diploma; or the equivalent combination of education and experience.

Four years of progressively more responsible administrative and/or management functions
involving communications and project management components. Experience working in the
social sector and issues of poverty and homelessness ideal.

Experience will include but not be limited to:

• Microsoft office programs.
• Preparing correspondence at all levels.
• Event coordination.
• Records and information management.
• Project and office management experience.
• Creation of electronic media, such as websites, blogs.
• Advanced experience with computerized accounting and spreadsheets.
• Minute taking.

Skills and Abilities

• Ability to manage a variety of responsibilities under tight time constraints while maintaining a high level of detail; ability to prioritize appropriately.
• Adaptability, flexibility and initiative required.
• Effective verbal and written communication involving tact and diplomacy.
• Excellent interpersonal skills with an enthusiastic, approachable and helpful attitude.
• Ability to operate with a high degree of professionalism, confidentiality, and sensitivity.
• Ability to cooperate and maintain excellent working relationships within the Coalition and the public sector.
• Excellent problem-solving and organizational skills.
• Ability to determine courses of action, and demonstrate good judgment.
• Willing to learn and grow with new organization.
• Commitment to goals and objectives of the Coalition. 

Key Contact:
Jill Clements
Executive Director
Email jillclements@solvehomelessness.ca