Job Posting – Administrator
Reports To: Program Manager
Position: Under Review
Salary: Under Review
Position Start Date: To Be Determined
The Organization: QMUNITY is BC’s LGBTQ2S+ community hub and exists to improve queer, trans, and Two-Spirit lives. We do this in three ways: by supporting individuals, by strengthening our communities, and by leading the way towards legal and lived equality.
QMUNITY operates on the traditional, ancestral and unceded territories of Indigenous people across British Columbia. In particular, QMUNITY offices are located on the Coast Salish territories of the Musqueam, Squamish and Tsleil-Waututh Nations.
Diversity: QMUNITY is committed to equity and prioritizes applications from underrepresented groups including trans and gender variant persons, Indigenous persons, persons of colour, and persons with disabilities.
Purpose: The Administrator works collaboratively with management and staff in providing support for QMUNITY’s Operations including Finance and Human Resources, and oversees the administrative function of the organization.
Office Administration/Facilities Management:
- Oversees the administrative function of the organization including reception, facilities/property management, acquisition and control of office furniture, supplies and equipment, office space, mail circulation and delivery, central filing and clerical support
- Liaises and communicates with the Bute Street Clinic staff
- Operates a variety of office equipment: personal computers, printers, copiers, and facsimile equipment. Determines general office supplies and equipment consumable needs; places orders, manages leases, and maintains relationships with suppliers, vendors and service companies
- Sorts and distributes incoming mail and courier packages. Date stamps and distributes all incoming mail and packages. Prepares outgoing mail and courier shipments. Records and tracks postage and courier costs to programs. Maintains various mail-out distribution lists
- Provides technical support to staff and volunteers
- Provides support and advice with regards to the organization’s information technology requirements
- Manages room bookings and monitors the website calendar
- Supports the maintenance of corporate information and financial reporting systems; maintains sound financial practices
- Records the receipt of cash and cheques and prepares the bank deposits for corporate accounts as required. Responsible for taking the deposits to the bank on a regular basis. Handles Accounts Payable and Accounts Receivable transactions and liaises with the bookkeeper. Prepares corporate cheques for signature. Monitors use of the corporate credit card and tracks expenses
- Works closely with program staff to monitor program expenses including reimbursements
- Liaises with the external accountant with respect to all accounts and implements their instructions
- Assists management with the development of the annual budget; provides budget updates and information to management as required
- Liaises with government, public and other funding agencies as directed
- Assists with public sector grant applications
- Maintains compliance with public sector funding agencies and ensure final management reports are submitted on a timely basis
- Assists management in securing employment program grants. Assists with researching new grant opportunities
- Ensures that records, reports, files and documentation are accurate, complete and in compliance with organizational policies and procedures, Societies Act and government bodies including Canada Revenue Agency
- Provides information and reports to program staff and management for foundation, corporate and individual donors, as required. Assists the Fundraiser with maintaining donor records and producing tax receipts
- Maintains accurate and easily accessible organizational records
- Assists with preparations for the annual audit
- Supports staff recruitment, selection and orientation processes
- Keeps employee records up to date
- Stays current with legislation relevant to the organization (employment standards, occupation health and safety, human rights) and ensures that QMUNITY remains compliant
- Liaises with the external accountant with regards to payroll functions to ensure that employees are paid in a timely and accurate manner and implements their instructions
- Controls the sending and receipt of criminal records searches and security clearances for all employees, practicum students, volunteers and Contract Service Providers. Monitors outstanding items and those that require follow-up or corrective action
- Provides confidential correspondence and performs other duties as required
Knowledge & Experience:
- A two-year diploma in office administration from a post-secondary institution or an equivalent combination of education, training and experience
- Experience working with not-for-profit and/or community organizations is an asset
- Excellent interpersonal and communication skills
- Experience working within queer, trans, and Two-Spirit communities
- Ability to speak a language other than English is an asset
- Advanced written and verbal communication skills
Job Skills & Abilities:
- Working knowledge of Microsoft Office suite (particularly Excel) and eTapestry
- Demonstrated ability to work within a team as well as working independently
- Knowledge of facilities management and information technology are assets
- Commitment to the principles of volunteerism and the value of community development
- Ability to use sound judgment and maintain discretion and confidentiality at all times
- Ability to build rapport with donors, volunteers, and the public with diplomacy, discretion and customer-service orientation
- Ability to organize, multi-task, problem-solve and remain flexible within a fast-paced and changing environment
- A criminal record check must be undertaken
- Adheres to all policies and procedures established by the organization
- The ability to take initiative and be a strong team participant
- Experience handling confidential and sensitive information
- First Aid, CPR and ASIST certification is an asset
- Valid BC Driver’s license (preferable)
- Documentation that the applicant is legally approved to work in Canada
The Administrator reports directly to the Program Manager. Please note that QMUNITY is a unionized workplace and staff are represented by CUPE 3495. This position is within the bargaining unit (under review).
Hours of work:
This is a permanent full-time position (37.5 hours/week). Usual hours of work are Monday to Friday, 10am to 6pm. Occasional evening and weekend hours may be required.
QMUNITY’s main office is located on the second floor of the building, with only stair access to the space.
Closing Date for Applications:
Thursday, February 6 2020 at 4:00pm
The preferred method for submitting your cover letter and resume is by email to Timothy Agg, Interim Executive Director, at [email protected] (Microsoft Word of Adobe pdf). Please note your full name and the position title in the subject line of your email (i.e. First and Last Name – Position Title). If you are unable to send your application by email, you may apply by mail/drop-off your application to: QMUNITY – 1170 Bute Street, Vancouver BC V6E 1Z6 to the attention of Timothy Agg.
QMUNITY conducts primary source verification of applicant’s credentials including education, training, work history and licensure.
We thank all applicants for their interest, however, only those selected for interview will be contacted.
Posting Date: January 30 2020