Administrative Coordinator

Confident Parents, Thriving Kids – Anxiety Program (CPTK-A)

Victoria, BC

As the nation-wide leader and champion for mental health, CMHA promotes the mental health of all and supports the resilience and recovery of people experiencing mental illness.The Canadian Mental Health Association provides mental health promotion and mental illness recovery-focused programs and services for people of all ages and their families.

The CMHA Victoria office is looking for one full time Admin Coordinator to provide administrative support to the Program Manager and program team. The successful candidate will manage the day-to-day business operations of the office, provide support to the Victoria based managers and coordinate logistics for meetings, conferences and other events. The position involves acting as the Victoria office point person on various administrative and human resource (HR) matters. This will involve working closely with Human Resources to ensure compliance with HR policies and procedures as well as with the Payroll Administrator, both located at CMHA BC Division in Vancouver.

Responsibilities

Administration:

• Provide confidential administrative support to the Program Manager and team
• Facilitate the ongoing development and review of office systems and administrative efficiency and recommends improvements as applicable
• Organizes and provides administrative services at various meetings
• Oversee maintenance and troubleshooting all office equipment
• Perform general office duties required for smooth day-to-day operations of the office.
• Informs the Program Manager of issues within the various departments and offices.
• Co-ordinates logistics for different Committee meetings including travel arrangements, equipment needs and catering.

Human Resources:

• Recruitment: Post jobs, coordinate communication with candidates and schedule interviews
• Liaise with Payroll to process new hire, termination and leave documentation
• Processing Criminal Reference Checks
• Process documentation and prepare reports relating to staff activities (staffing, recruitment, training, etc.)
• Maintain the Staff Directory, updating on a regular basis
• Provide assistance in updating HR processes and document
• Apply the Agency’s Diversity Lens and Framework for Support in all assignments associated with this role
• Other duties as required

Qualifications & Experience

• Completion of a post-secondary degree/diploma and/or equivalent experience
• Minimum of three years’ experience in relevant role
• Well-developed administrative/management skills to organize, administer, evaluate office support functions
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands,
• Professional written and communication skills with proven ability to communicate effectively with staff, volunteers, and other partners
• Superior skills in Word, Excel, PowerPoint and electronic filing systems, with an aptitude and willingness to learn new software and other relevant applications and technical/ office equipment
• Ability to develop options and/or recommendations to resolve issues
• Superior organizational skills that reflect the ability to perform and prioritize multiple tasks
• Ability to work effectively both independently and as part of a team
• Experience and/or demonstrated interest in the work of non-profit organizations in the health or mental health sectors in particular
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

Working conditions

• 5 hours/week
• Flexibility to travel occasionally if required
• The usual work week is 37.5 hours, Monday to Friday, 8:30 to 4:30. There may be occasions where there will be a requirement to be available in non core hours relative to assignments including some evening and/or weekends.

How to apply

Please respond to cmha.careers@cmha.bc.ca with:

• The job title in the Re line
• A resume
• A cover letter outlining the qualifications and experience you would bring to the position, how you found out about the employment opportunity, and  your salary expectations

Deadline for submission is 4pm Oct 31 2019. We regret that only short-listed candidates will be contacted to schedule an interview.

We are an equity employer and encourage applications from women, persons with disabilities, members of visible minorities, First Nations, Inuit, and Metis people, people of all sexual orientation and genders, and others who may contribute to our further diversification.