Facilities & Administrative Coordinator

Organization: 
The Downtown Eastside Women's Centre
Deadline: 
Aug 14 2018 - 5:00pm
Hours: 

70 hours bi-weekly / Tues - Sat / 9 Day - Fortnight Schedule

Remuneration: 

$25.00 per hour

Job Description: 

The Downtown Eastside Women’s Centre (DEWC) is a Drop-In Centre and Emergency Night Shelter offering a wide variety of services and programs to a diverse community of women and children living in the Downtown Eastside of Vancouver.

The Facilities and Administrative Coordinator provides operational and administrative support to the management and governance team of the Downtown Eastside Women’s Centre (DEWC). She ensures overall effective and efficient financial, governance, operations and facilities, and office administration systems and support.

Reporting directly to the Executive Director, the Facilities and Administrative Coordinator will work in collaboration with other DEWC staff to ensure services to women. She will work from a feminist perspective and within an anti-oppression framework.

Skills and Qualities Required: 

Minimum 5 years related experience working with low-income women, at least 2 years in a women serving or inner city drop-in environment
- Must have a strong working knowledge and analysis of the issues impacting women in the DTES, including violence against women, mental health, homelessness, and addictions
- Candidate must work from strong feminist analysis and within an anti-oppression framework
- Demonstrated computer and IT aptitude including word, excel, and quickbooks
- Demonstrated administrative skills, including report writing
- Efficient organizational skills including record keeping, scheduling, and problem-solving abilities
- Strong conflict resolution skills and practice
- Demonstrated crises intervention training and experience
- Excellent communication skills required, including the ability to work in a respectful and cooperative manner with co-workers, and centre members
- Ability to work within a chaotic environment and with a diverse community of women
- A First Aid certificate is required
- Candidate must undergo a criminal record check
- Women with addiction issues need to be at least 2 years clean and sober

Duties and Responsibilities: 

Governance
• Provides administrative support to the Board of Directors and its Committees including the compiling, maintenance, and distribution of minutes and correspondence. Coordinates Board and committee meetings
• Prepares and facilitates the annual audit including maintaining the Audit binder; sending funder contract verifications, and obtaining signing documents from bank.
• Compiles and prepares documents and reports for Annual General Meeting. Including online society filings.
• Maintains and updates the company website ensuring adherence to DEWC policy

Records Management
• Develops and maintains administrative, operations, and finance records management systems.
• Archives documents and files, ensuring their appropriate storage.
• Updates and maintains governance and society documents including membership list.
• Maintains, updates, and files attendance records and payroll documents

Finance
• Processes financial donations and in-kind contributions (monthly and one-time), including updating the donor data base, prepares charitable tax receipts adhering to CRA guidelines.
• Prepares and makes bank deposits, ensuring communication with DEWC Book Keeper
• Codes and processes accounts payable. Submits prepared AP for approval, investigating irregularities. Facilitates signing of cheques in accordance with Board policy.
• Set up pre-authorized payment plans for monthly accounts, updating as necessary

Operations and Facilities
• Handles and responds to daily mail, and general correspondence.
• Monitor and orders facilities, stationary, and office supplies as well as establish supplier accounts.
• Facilitate and coordinate maintenance and repair needs by establishing service contracts, arranging maintenance and repairs through the Property Management and/or service contractors.
• Facilitate, manage, and maintain the company phone system, including cell phones
• Establish and oversee contracts for on-going services such as janitorial, computer, telephone, photocopier, kitchen equipment, plumbing, electrical, etc.
• Apply for annual alarm permit and manage contract with monitoring company including repairs and maintenance. Updating alarm codes as required;
• Maintain operational information such as phone extension list, computer/phone passwords, alarm codes, and other password recording

How to Apply: 

Please Submit cover letter and resume to - The Facilities and Administrative Coordinator Hiring Committee to:

302 Columbia Street, Vancouver, BC, V6A 4J1
Fax: 604-681-8470 - Email: humanresources [at] dewc [dot] ca

Website: http://dewc.ca
Additional Information:
POSITION DETAILS:
• Start Date: ASAP / Excluded / Non Union – Permanent / Full Time position
*Excellent health and welfare benefits at the conclusion of a successful probationary period

*Aboriginal women and women of colour are strongly encouraged to apply / additional languages spoken an asset *
**Please NO phone call or email inquiries. Only shortlisted candidates will be contacted**

Location

Vancouver, BC