Do you love organizing? You are the all star that keeps the office running by looking after the printer, decorating the office for holidays, making sure donors receive thank you cards, booking appointments and meeting rooms, and being ‘in the know’. Details and bookkeeping is your jam….Do this all with an organization that helps people with serious injuries or disabilities everyday.
Role: Reporting to the Executive Director of Brain Care Centre (BCC), the Office Manager provides comprehensive office support, including bookkeeping and management of the reception area and appointment scheduling, to ensure a high-quality and welcoming operating environment for BCC.
Qualifications:
- Certification: Related certificate, diploma or degree
- Experience in reception or office administration; proficient use of software and web-based platforms such as Microsoft Office and the Google Suite.
- Experience with CanadaHelps Donor Management System, and/or Kadence would be an asset.
- Proven experience in bookkeeping with proficiency in Quickbooks Online
- Up-to-date and clear criminal record check.
Major Responsibilities:
- Provide responsive, client-and guest-centered service to all who contact or come into the Buchanan Centre.
- Ensure the reception, kitchen, library, and waiting areas for BCC are well-maintained and organized; complete daily office opening and closing procedures.
- Ensure incoming telephone calls, mail and faxes are handled in a timely, professional, and friendly manner. Complete daily appointment reminder calls, and respond to emails via GSuite.
- Manage central booking system (booking, cancelling, rescheduling client appointments), using Google calendars and Kadence for in-office meetings.
- Accurately enter donor information and donations into Canada Helps DMS and Quickbooks Online.
- Enter accurate, relevant information from client interactions and appointment bookings into a case management system.
- Process membership forms, payments, and renewals as needed.
- Perform bookkeeping tasks including accurate recording of financial transactions, invoicing, and expense tracking, processing payables, etc.
- Provide general administrative support: preparing meeting rooms, preparing weekly meeting agendas, and recording/distributing meeting minutes.
- Manage and maintain organizational systems for areas such as office supplies and equipment, parking management, mail, and other administrative areas; manage inventory of office/kitchen supplies and order supplies as needed.
- Assist with onboarding of new employees.
- Assist the HR & Volunteer Program Manager to coordinate volunteers.
Context:
- Work environment: office-based position, Monday to Friday, 8:30am – 4:30pm with a 1 hour lunch break from 12:00-1:00 PM.
- Attend weekly meetings with the Executive Director of BCC.
- Conduct all day to day activities in accordance with BCC’s Mission, Vision and Values, Code of Conduct, and Personnel Policies and Procedures.
- Adhere to high standards of ethical practice and confidentiality.
- Attention to detail; strong communication skills; able to troubleshoot technology issues.
- Participate as a professional, positive and supportive team member.
- Any other duties as required.
Position Detail:
- 1.0 Full-Time Equivalent.
- Annual salary of $55,000-$60,000 depending on experience.
- Any overtime accumulated is to be taken as lieu time on the ratio of one hour overtime granted as one hour lieu.
- As an ongoing staff member, you will serve a probationary period of three (3) months.
- Annual provision of 15 days of paid vacation as well as five (5) paid days when BCC is closed between Christmas and New Year’s Day.
- Benefits package on a cost shared basis and RRSP matching program as per BCC Policies and Procedures.
Competencies: Competencies are behaviours that are essential to reach our goals in serving adults with acquired brain injuries. We encourage you to have an in-depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.
- Verbal, listening, and written communication skills
- Conveys respect when listening and responding to clients and other staff members, practices self-awareness and regulation of emotions to use them productively, is able to articulate accurate information in a professional manner (in verbal and written forms)
- Plan creation and execution skills
- Creates and executes realistic work plans, manages multiple tasks and meets deadlines through prioritization, goal setting, organization and teamwork
- Problem solving and decision-making skills
- Accesses resources, information and technology from other areas and uses it to analyze issues, resolve problems and improve performance
- Empathetic and responsive
- Ability to view social issues from a variety of lenses and treats individuals from all walks of life with respect, warmth and compassion
- Team collaboration and independent work skills
- Collaborates and communicates effectively with staff team, clients, and other stakeholders, and takes initiative in completion of day-to-day work
- High degree of professionalism
- Maintains client confidentiality, is transparent and accountable for their work, supports and acts the organization’s values, and contributes to a positive work environment
- Growth mindset approach to work
- Actively seeks out development opportunities and feedback, and is persistent when faced with challenges or barriers
Please send resume and cover letter to [email protected]
Brain Care Centre is an equal opportunity employer. Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. If you are a member of one of the equity groups or require workplace accommodations, you are encouraged to self-identify on your resume or email [email protected].