Richmond Hill, Ontario
Deadline March 7, 2011
The Office Coordinator, Programs is the communications hub of the Programs department, and plays an important role in supporting all functions of the programs activities.
Duties and Responsibilities
Coordination of Administrative Processes
- Assist with document/template layout, edits as well as maintains a variety of documents for the unit staff and volunteers including reports, meeting notices and agendas. Compiles community services and fundraising packages as requested.
- Assists the Volunteer Engagement Coordinator to prepare materials for volunteer training and recognition.
- Ensures Summit volunteer records are up-to-date and accurate through data entry and trains volunteers for this task.
- Supports the Fundraising Coordinators with implementation of core community fundraising activities.
- Assists the Volunteer Engagement Coordinator with coordinating and confirming volunteer interviews, ensuring all appropriate documentation is completed after interviews and scheduling volunteer orientation sessions.
- Assists with MTO checks, driver insurance and keeping driver files updated.
- Assists with the Transportation program when necessary.
- Assists Community Services Coordinators with preparing of material for prevention presentations and fairs.
Ongoing supervision of office volunteers. Oversees office clerical and administrative support functions.
- Assists with orientation of new office volunteers to standard unit practices and procedures as requested.
- Assists with orientation of volunteers to unit and event processes and procedures and provides clerical support to volunteers as requested by the staff.
- Ensures hard copy and electronic files are up-to-date and organized in an efficient manner.
Coordination of Information and Material Resources
- Maintains inventory of event supplies (Relay For Life, Daffodil Days, Rescan, etc.), program materials and unit information including ordering inventory and ensuring sufficient stock is available to meet the needs of upcoming unit events and activities.
- Distributes information to staff and volunteers as requested.
General Support to Unit Effectiveness
- Provides reception services, as needed, responding to general inquiries and requests for information from clients, the public and volunteers in the field. Redirects inquiries that require more detail to the appropriate staff member or volunteer.
- Assists with the opening and distribution of incoming mail, stamps and sends outgoing mail, arranges courier services.
- Assists with preparation of bank deposits and financial data input, receipting and reconciliation.
- Ensures information related to fundraising, volunteer engagement and programs and services is updated on the unit’s webpage on cancer.ca.
- Other projects/duties as assigned
Health and Safety Responsibilities
- Work in compliance with the provisions of the Occupational Health & Safety Act and its regulations.
- Review and comply with the Canadian Cancer Society’s health & safety policy.
- A combination of related post-secondary education and experience in a multi-level organization
- Excellent oral and written communication and presentation skills; experience as a trainer or educator of adults is preferred
- Demonstrated knowledge of volunteer management principles; experience as a volunteer or staff in a non-profit organization is preferred
- Knowledge of community promotion principles and health care environment trends.
- Demonstrated ability in project management
- Experience in preparing and monitoring budgets
- Excellent problem-solving skills
- Proficiency in MS Office (Word/Excel) and use of databases
- Knowledge of Canadian Cancer Society policies and procedures is an asset
- A valid driver’s licence and access to a vehicle
- A criminal record check is required.
- Works independently
- Works as part of multidisciplinary team
- Intermittent evening and weekend work
- Monthly travel required
- Responds to inquiries from the general public (in person, on phone or via e-mail)
- Works under tight deadlines
- Multiple reporting relationships
- Works with confidential issues and data
- Multiple priorities and interaction with many clients
- May sit for extended periods
- May have significant computer use
- May travel for periods of more than 60 minutes for work duties
- Volunteers – provides direction and guidance on a regular basis
In return for your contributions, we offer an attractive compensation package, which encompasses a starting salary in the high $30K, excellent benefits, and the chance to work in a supportive and progressive environment. Qualified non-smokers are invited to send their resume and cover letter, quoting job #OHPE-125 by March 7, 2011 to:
Canadian Cancer Society, Ontario Division
55 St Clair Avenue West
Toronto, Ontario M4V 2Y7
The Canadian Cancer Society thanks all applicants for their interest; however only those selected for interviews will be contacted.
The Canadian Cancer Society provides equal opportunity in employment and encourages applications from all qualified persons.