Job Description

Office Administrator

Yukon Literacy Coalition

Whitehorse, YT
Part Time
Compensation: $26 Hourly

• 
  Administration And Clerical

Duration

Permanent

Job Level

N/A

Intended job posting audience

Anyone who can legally work in Canada can apply for this job. If you are not currently authorized to work in Canada, the employer will not consider your job application.
The Yukon Literacy Coalition is a registered non-profit organization dedicated to improving the lives of the people of the north by providing accessible and culturally appropriate learning opportunities. We are a society of people dedicated to improving the quality of life of all Yukoners. We do this by building the foundational skills required for lifelong learning; acknowledging we are all adapting to an ever-changing world. We are looking for an outgoing individual who would complement our growing organization by taking on the part-time role of Office Administrator. Specific duties for this position include: Correspondence and Reception

• greets anyone who comes into office
• answers and forwards incoming phone calls & emails
• responds to or forwards requests for information or assistance as appropriate
• develops and maintains up-to-date mailing lists, phone lists, calendars, and office manual
• distributes incoming mail & arranges outgoing mail
• administers electronic discussions as needed
• organizes & sends out timesheets bi-weekly
• maintains website, update and change as needed
• assists with Facebook/Instagram updates and changes as needed
• manage subscriptions and credit card payments
• ensures that new employees fill out the appropriate forms and receive the appropriate information (personnel policies, etc.)
• liaises with employee benefit and insurance companies
• administers the employee benefits program
• create job postings when necessary
• monitors office supplies and handles purchasing within an approved budget
• identifies options and makes recommendations for office equipment
• liaises with the Landlord/Property Manager
• maintenance of office equipment
• manages janitorial services
• maintains storage unit (if applicable)
• keep office clean and tidy
• take care of shredding confidential documents
• responsible for relevant word processing, production of mailing labels, office-related photocopying and collating, and the mailing of materials on behalf of the Board and other staff
• helps prepare and distribute reports
• develops new forms as needed (expense forms, invoices, etc.)
• liaises with all businesses as needed
• writes the foundation for annual general report
• proofreads and offers feedback on publications, letters, etc.
• provides appropriate administrative and project support as needed
• assists in the organization of special events as required
• assists YLC contractors as outlined in individual contracts and in accordance with identified YLC priorities
• organizes and schedules Yukon News and What\xe2\x80\x99s Up Yukon articles, and liaises with partners for the purposes of getting articles ready and sent in a timely manner
• book travel/accommodation for staff as needed
• assists with the upkeep of our little libraries
• arranges logistics for Board, Executive and Annual General meetings (travel, hotel accommodations, catering, and other support as required)
• communicates with Board and committees as needed
• takes and distributes minutes of Board meetings
• prepares and distributes material to Board and members as directed
• provides other assistance as required
• provides admin support as needed for special events, and documents
• attends meetings & takes minutes when requested to do so

HR Administration

• ensures that new employees fill out the appropriate forms and receive the appropriate information (personnel policies, etc.)
• liaises with employee benefit and insurance companies
• administers the employee benefits program
• create job postings when necessary

Office Supplies, Equipment and Maintenance

• monitors office supplies and handles purchasing within an approved budget
• identifies options and makes recommendations for office equipment
• liaises with the Landlord/Property Manager
• maintenance of office equipment
• manages janitorial services
• maintains storage unit (if applicable)
• keep office clean and tidy
• take care of shredding confidential documents

Production

• responsible for relevant word processing, production of mailing labels, office-related photocopying and collating, and the mailing of materials on behalf of the Board and other staff
• helps prepare and distribute reports
• develops new forms as needed (expense forms, invoices, etc.)
• liaises with all businesses as needed
• writes the foundation for annual general report
• proofreads and offers feedback on publications, letters, etc.
• provides appropriate administrative and project support as needed
• assists in the organization of special events as required
• assists YLC contractors as outlined in individual contracts and in accordance with identified YLC priorities
• organizes and schedules Yukon News and What\xe2\x80\x99s Up Yukon articles, and liaises with partners for the purposes of getting articles ready and sent in a timely manner
• book travel/accommodation for staff as needed
• assists with the upkeep of our little libraries

Board / Executive / Committee Support

• arranges logistics for Board, Executive and Annual General meetings (travel, hotel accommodations, catering, and other support as required)
• communicates with Board and committees as needed
• takes and distributes minutes of Board meetings
• prepares and distributes material to Board and members as directed
• provides other assistance as required
• provides admin support as needed for special events, and documents
• attends meetings & takes minutes when requested to do so

Other

• will perform other duties as requested by and/or identified in consultation with the Executive Director to assist in the efficient running of the Yukon Literacy Coalition