SUMMER JOB: Office Administrator

This position is being advertised under the Canada Summer Jobs (CSJ) initiative. To be eligible for this position, you must be between 15 and 30 years of age on the start date of the job. You also must be a Canadian citizen, a permanent resident or a refugee protection has been conferred under the Immigration and Refugee Protection Act. You must also be legally entitled to work according to relevant provincial legislation and regulations.

Mission, Vision and Core Values

Our Mission is to enable life-changing mentoring relationships to ignite the power and potential of young people.

Our Vision is that all young people realized their full potential

Our Core Values are:

  • We Champion Potential
  • Every Connection Counts
  • Showing Up Matters

Big Sisters of BC Lower Mainland (www.bigsisters.bc.ca) is a non-profit society and proud member agency of Big Brothers Big Sisters of Canada Federation. We are committed to enhancing the confidence, self-esteem and well-being of: female, female-identifying, non-binary, gender fluid, transgender, and Two Spirit youth. Big Sisters of BC Lower Mainland is a leader in mentoring youth and providing ongoing support through a variety of engaging programs. Our organization is committed to diversity and inclusion and we encourage applications from those who identify as Indigenous, a person of colour, 2SLGBTQIA+, a person with a disability or other community that experiences additional barriers. Join us and make a positive difference in the lives of others in the community.

Is this You?

You are a thoughtful person with a welcoming and approachable nature who holds a strong commitment to our mission. You will be reporting to the Director of Human Resources and Operation and will be responsible for assisting with a variety of administrative tasks and projects to support the agency’s efficient and smooth functioning. This position will assist the Marketing & Communications, Fundraising and Events teams.

You are a person who enjoys being the first point of contact for an organization. You have excellent writing skills and an eye for attention to detail. You have an interest in understanding the
administration and operations of a non-profit society and the ability to work independently and meet deadlines. You have excellent administration skills, strong database and IT knowledge, and enjoy being the caregiver of the organizational client and volunteer database.

Position Summary:

The Office Administrator will serve as the first point of contact for visitors to our office, as well as for individuals who connect with us via phone or email. This role will support the Marketing & Communications, Fundraising& Events, and Program teams. Duties will include digitizing and properly storing client records, maintaining our supply rooms by conducting inventories, and generating purchase orders. The Office Administrator will also provide comprehensive assistance to the Fundraising & Events team, which includes managing donor data, coordinating mailouts, supporting donor engagement events, and performing tasks related to the Comprehensive (Capital) Campaign.

What you will be doing:

RECEPTION

  • Greet all guests and visitors to the office and assist with wayfinding.
  • Monitor the info@ email inbox and main reception voicemail, promptly responding to or forwarding messages as appropriate.
  • Collect and distribute incoming mail and packages/deliveries.

OFFICE ADMINISTRATION

  • Maintain office supplies and supply rooms, including conducting inventories and generating purchase orders.
  • Assist HR & Office Administrator in managing tech and equipment, including cellphones, laptops, and peripherals.
  • Manage calendars for bookable spaces/meeting rooms.
  • Assist with meeting, on-site event setup, and teardown as required, including attending donor engagement events.
  • Manage incoming and outgoing mail for the Marketing & Communications, Fundraising & Events, and Programs departments, including tax receipts and other communications.

FUNDRAISING ADMINISTRATION

  • Manage incoming and outgoing donor correspondence
    • forwarding incoming communications to the appropriate team member
    • recording outgoing communications in the database
  • Assist the Fundraising team with various projects as requested.

DATA ADMINISTRATION

  • Review records for accuracy & completeness, flagging and correcting erroneous records
  • Process / enter new records as needed

PROGRAMS ADMINISTRATION

  • Assist Mentoring Coordinators, Team Leads, and Project Manager with administrative needs, including digitizing and properly storing client records.
  •  Assist Programs & Office Administrator with data entry tasks as required.
  •  Assist Volunteer Coordinator with administrative tasks as requested.
What you bring:

EXPERIENCE & EDUCATION

  • Ideally some post-secondary education in Business Administration or a similar field
  • One (1) year of general office administrative experience
  • One (1) year experience in a customer service role
  • Computer literate, data entry experience with databases such as Microsoft Dynamics, Raiser’s Edge NXT
  • Experience in a not-for-profit organization would be ideal
  • Demonstrated ability to type 60 words per minute
  • An equivalent combination of education, training, and experience (including volunteer and international experience) will be considered

OTHER KNOWLEDGE / SKILLS / TRAINING

  • Strong inter-personal and inter-cultural skills with an ability to relate to a wide variety of stakeholders from diverse lived experiences
  • Computer literate, data entry experience with databases such as Microsoft Dynamics
  • Ability to understand, communicate, and support the mission, vision, and values of the organization
  • Additional language(s) an asset
  • A valid driver’s license and access to a reliable vehicle is an asset
What we offer:
  • An opportunity to do meaningful work and make a positive impact in the community
  • A supportive, positive and engaging work environment
  • A commitment to work/life balance for employees
  • An hourly salary of $22.00
This Position:

This position can be full-time, up to 30 hours, or part-time, between 9-12 weeks, we are flexible on the number of hours per week. A Criminal Records Check (including a vulnerable sector search) is required as this is a condition of employment required by Big Brothers Big Sisters of Canada. Applicants must be fully vaccinated against COVID-19 prior to their start date. Expected start date of June 17th.

If this position sounds like you, please let us know why by submitting your resume and cover letter to jobs@bigsisters.bc.ca

Please use the Subject Line: Office Administrator
Applications will be reviewed as they are received so we encourage candidates to apply as soon as possible.
If your background and qualifications match the position requirements, we will contact you.
Please note that minor changes to this job posting may be required by our funder.