Shelters Administrative Assistant
The Salvation Army
- Vancouver, BC
- Temporary
- Full-time
- In conjunction with the Shelters Operations Manager, creates Shelter staff schedules, authorizes payroll, authorizes vacations, and tracks attendance and absenteeism.
- Schedules training for Shelter staff in conjunction with the Harbour Light Human Relations Advisor
- Resolves routine employee inquiries about scheduling, vacation, etc., and escalates to Shelter management or HR Advisor as needed
- Collaborates with Harbour Light administrative department to ensure staff records are accurate and up-to-date, such as sick notes, seniority, etc.
- May provide support to Shelters management during new hire orientations
- Handles and ensures the protection of extremely confidential and sensitive employee/Officer, client and/or program files
- Under the direction of the Shelters Operations and Programs Managers, compiles monthly occupancy data and prepares monthly reports for BC Housing and/or other funding agencies
- In conjunction with Shelters Operations and Programs Managers ensures timely reporting of statistical information for the SAMIS database
- Under the direction of the Shelters Operations and Programs Managers, monitors the maintenance of proper records, elogs and reports to ensure the smooth operation of all shelters
- Provides additional statistical and evaluative information when required
- Drafts and types correspondence (e.g. letters dealing with administrative issues, dictation, acknowledgements); checks typing for accuracy, sorts and prioritizes typing assignments within general guidelines; researches and responds to difficult enquiries on behalf of the supervisor
- Schedules meetings, prepares agenda, and takes minutes; types and circulates minutes
- Collect and review client feedback forms for follow up
- Under the direction of the Shelters Operations and Programs Managers, monitors the ordering and delivery of shelters inventories and supplies, including maintaining adequate office supplies; may arrange for maintenance of office equipment.
- Participates in the development and application of policies and procedures.
- Drafts and prepares reports, presentations, and certificates subject to supervisory approval
- Makes decisions on routine and urgent administrative matters in the absence of the supervisor.
- High School completion or high school equivalency - e.g. B.C. Certificate of Graduation (Dogwood) or B.C. Adult Graduation Diploma (Adult Dogwood)
- Current certification in First Aid/CPR (or willing to be trained)
- Criminal Record Review Program clearance (or ability to obtain clearance)
- At least one (1) year of administrative experience, preferably in a social service setting
- At least one (1) year of administrative experience in a unionized environment would be a considerable asset
- Willingness to adhere to the Mission and Values of The Salvation Army and Vancouver Harbour Light
- Intermediate to advanced skills in Microsoft Word, Excel, and Outlook
- Strong attention to detail and accuracy with high-volume data entry
- Exceptional interpersonal and communication skills
- Proven organizational, time management, and prioritization skills
- Demonstrate a positive attitude towards people experiencing homelessness and individuals with substance abuse and concurrent problems, including mental health concerns
- Demonstrated ability to work independently
- Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
- Experience working with UltiPro or other HRIS is a significant asset
- A valid Class 5 (or higher) BC Driver's License and a clean driver's abstract
- Criminal Record Review Program clearance
- Completion of our online Armatus Abuse Training and required Health and Safety training