Job Description

Summary

BridgeNorth Women's Mentorship & Advocacy Services (BridgeNorth) Office Administrator works the Executive Director, Founder, Board of Directors, staff, students, and volunteers, to ensure the smooth and efficient day-to-day operations of the agency. Currently, this role works Monday, Wednesday, and Friday in the agency's office located in Newmarket ON, and Tuesdays and Thursdays from home but is subject to change as business needs change.

Organizational Profile

BridgeNorth's mission is to restore the inherent dignity and value of sexually exploited women and girls by meeting their physical, mental, emotional, and spiritual needs. We help individuals experience freedom from sex trafficking in Canada through survivor-led support, prevention, education, and advocacy. We provide direct service to individuals and families impacted by sex trafficking, create public education and awareness, and advocate on behalf of trafficked persons for systemic change. We lead out of lived experience and trauma-informed care. We work with all people. We are an inclusive community dedicated to representing and supporting the diverse needs of the individuals whom we serve. We are especially focused on ensuring that BridgeNorth is a safe place for participants and partners who are part of vulnerable communities and/or marginalized identities, which are sadly over-represented in sex trafficking in Canada, such as LGBTQ2+ and BIPOC populations. Our agency's value-based framework is committed to the socially just approach of being trauma-informed, person-centred, strengths-based, feminist, anti-oppressive, anti-racist, and culturally sensitive.

The Role

This is a role for someone who is a talented problem-solver with lots of initiative and a great sense of humour. You can see the way to get things done when others around you might not know quite how to get over the hurdles that inevitably occur in an exciting, busy, growing work setting. You are fabulous organizer, you like getting things checked off the agency to-do list and you enjoy communicating with others so that there is clarity about what to do next. You are a strong multi-tasker who is able to think and plan ahead prioritizing the most urgent tasks first.

Responsibilities:

- Provide Executive Assistant level administrative support to both the Founder and the Executive Director that includes:

Assistance with day-to-day correspondence including emails and letters Support with document management including scanning and distribution Travel arrangements Day-to-day administrative tasks
Collect the mail from the Agency's post office box several times a week.

Open mail in the presence of another staff member. Action mail as required.

Photocopy all cheques and ensure all cheques and cash donations are deposited to CIBC via the ATM or at the counter. Submit copies of cheques and deposit receipts to the bookkeeper for entry into QuickBooks online.

Provide day-to-day support for office facilities maintenance.

Manage agency general e-mail accounts (Office, Finance, and Outreach), with response to external emails within 24 hours

Enter data in the agency's Customer Relationship Management (CRM) system.

Order office supplies.

Liaise with the Landlord on any day-to-day issues that need managing (e.g. gardening, snow removal, parking, etc.)

Support staff with registering for/booking training, events, and other activities.

Program Delivery Support

Manage the Agency's UBER account ensuring the timely distribution of UBER vouchers to staff, participants and/or their caregivers and submission of monthly report to bookkeeper.

Administer participant honorariums ensuring the Direct Service Team has cash required for each participant upon attendance at program, case management meetings, and support meetings. Ensure staff have signed for receipt of cash and return signed participant sheets confirming receipt of cash.

Print and collate materials for program delivery.

Ensure the office space is clean, tidy, and welcoming to participants. While the office is cleaned every weekend by an external cleaning company, there may be a need to vacuum or sweep throughout the week, load and unload the dishwasher, wipe counters and tables, and replenish washroom supplies, etc.

Inspect the fridge each Friday and move food which is not in compliance with our food safety policy (i.e., food with an expiry/best before date that has passed, or will be reached over the weekend, food which is not properly labelled or sealed, and/or food which has passed its safe consumption window) is thrown out or is moved to the "staff" shelf and labelled accordingly.

Ensure garbage and recycling are put on each week in accordance with the town of Newmarket's bylaws.

Financial Management

Review monthly expense reports submitted by staff to ensure each expense is attributed to the right expense category and budget class.

Upload expense reports to Keeper portal for processing by bookkeeper.

Manage the agency's petty cash ensuring the float is always sufficient to support the distribution of honorariums to participants on a daily basis. Prepare and submit petty cash expense reports and balance the petty cash on an as-needed basis.

Ensure all vendor invoices are uploaded to Keeper portal, coded with the correct expense category and class, and processed for payment on a weekly basis.

Ensure all staff receipts for Credit Card purchases are uploaded to Keeper and attributed to correct expense line and class.

Review the General Ledger (GL) for accuracy on a monthly basis and submit to Executive Director with any required corrections.

Board Support

Prepare Minutes of Board Meetings using TEAMs transcription of the meeting as the source material.

Human Resources Administration

Ensure all new hires are provisioned with the technology they need on their start date and provided with an overview of key features including TEAMS folders, onboarding folder, OneNotes, etc.

Ensure all new hires are provided with a FOB and security code for the front door alarm system and they know how to arm and disarm system.

Maintain and update criminal reference checks in accordance with agency policies (i.e., ensure all staff criminal reference checks are up to date and ensuring that staff renew these references every three years).

Assist with completion of HR documentation for onboarding of new staff.

Support clinical staff in ensuring professional memberships are renewed on an annual basis.

Prepare letters of employment as requested by staff.

On an ongoing basis, ensure the agency has on file, proof of up-to-date car insurance and a valid driver's license for each member of the Direct Service team.

Assist with the completion of HR documentation for staff departures from the team.

Technology

Provide technology support including coordination with external IT consultant for submission of agency technology support tickets; coordination of agency technology to staff including issuance of laptops and mobile phones; ability to train end users on use of MS Office and other agency technology; ability to troubleshoot technology issues; etc.

Maintain inventory of capital equipment (e.g. laptops, cell phones, monitors, dash cams) ensuring there is an accurate accounting of what has been provisioned to each staff member. Place back into inventory any technology retrieved when a staff member leaves BridgeNorth.

Organize of agency documents via MS Teams & maintenance of agency-wide calendar of events

Special Projects

Complete special projects as assigned by the Executive Director. In the past, these have included:

managing a request for proposal process for an office cleaner sourcing a supplier to meet our security system needs managing the change of our office phone system

Skills & Attributes

Strong organizational skills.

Strong self management skills.

Ability to help the leadership team effectively manage their time by making decisions, troubleshooting and coordinating workflow.

Strong verbal and written communication skills, including writing emails and letters.

Strong computer skills, particularly with MS Office (Outlook, Word, Excel, PowerPoint, Teams).

Exceptional attention to detail.

Strong critical thinking and problem-solving skills.

Financial acumen and ability to build and maintain basic Excel spreadsheets.

Ability to promote and maintain strict agency confidentiality.

Ability to meet deadlines.

Ability to navigate and prioritize in a fast-paced and busy working environment.

Some understanding of human trafficking and the impacts of complex trauma is an asset

Adherence to BridgeNorth agency values.

Qualifications and Experience

Completion of relevant post-secondary education or equivalent experience

Minimum 5 years' experience in administrative roles

Bookkeeping experience and experience working with Quickbooks is an asset

Experience work in non-profit an asset

Experience in the VAW or related fields an asset

Experience in fundraising an asset

Current Criminal Record Check with vulnerable sector screening required.

Job Type: Full-time

Pay: $45,000.00-$50,000.00 per year

Benefits:

Casual dress Employee assistance program Paid time off
Application question(s):

Are you able to develop Excel Spreadsheets with drop down menus and mathematical formulae? Do you have experience working with Quickbooks? Do you have a car you can use to drive to the post office and the bank and run other errands?
Experience:

Administrative: 5 years (required)
Work Location: In person