Office Services Coordinator - Richmond, Canada - Rick Hansen Foundation

Rick Hansen Foundation
Rick Hansen Foundation
Verified Company
Richmond, Canada

1 month ago

Sophia Lee

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Sophia Lee

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Description

Business Unit:
Operations


Reports to:
Manager, Operations, HR & Contracts


Status:
Part-time, 60% FTE


Term:
September 1, March 31, 2024


Hours: 3 full days (21 hours) _or_ 5.5 hours per day (9am-230pm = 27.5 hours)


Location:
RHF Office in Richmond, BC, and/or hybrid


Founded on the legacy of Rick Hansen's Man In Motion World Tour, the Rick Hansen Foundation (RHF) is a Canadian registered charity with the vision of creating a fully inclusive and accessible world where people with disabilities are living to their full potential.

Through our programs and partnerships, we break down barriers for people with disabilities by changing attitudes, creating accessible spaces and inspiring an inclusive society.

RHF is a dynamic and rewarding place to work. Our success begins with our people. We are committed to building a diverse workforce representative of the communities we serve. If you're interested in being a part of our innovative team, we hope that you will consider this opportunity with us


JOB SUMMARY


The Office Services Coordinator, Operations (OS) is responsible for performing a wide range of administrative duties for the Operations team related to office services.

They are a part of the Operations team related to office services.

They will report to the Manager, Operations, HR & Contracts as well as liaise with all RHF staff, vendors, visitors, couriers and BCIT.


WORKING RELATIONSHIPS


Reporting to the Manager, Operations, HR & Contracts, this position works closely with the operations team and liaises with all RHF program areas and departments as well as external partners.





ALL STAFF:
KEY ACCOUNTABILITIES
As an integral member of the RHF team and as expected of all staff, this position actively participates with:

Strategy
-
Organizational Culture

  • Contributes in regular sessions, develops goals, supports and implements action plans
-
Inclusion, Diversity, Equity and Accessibility (IDEA):


  • Values
  • We Collaborate Respectfully
  • We Engage Authentically
  • We Keep Our Promises

KEY ACCOUNTABILITIES

Operations

  • Distributes incoming mail including scanning and sending to the appropriate recipients;
  • Collects and records outgoing mail;
  • Logs and follows up on facilities management requests (ie. Cleaning) to the BCIT portal;
  • Coordinates BCIT parking passes and BCIT access cards for all staff;
  • Coordinates various incoming and outgoing shipments and couriers;
  • Maintains recycling and confidential shredding programs;
  • Maintains inventories for kitchen and office supplies and places orders;
  • Participates and assists with the Social Committee and Health and Safety Committee including creating team meeting agenda and minutes;
  • Manages storage facilities and updates log;
  • Assists with office space planning;
  • Opens and/or closes the main doors;
  • Drafts various types of correspondence; and
  • Performs other related duties in keeping with the purpose and accountabilities of the position.

Grants and Contracts

  • Ensures uptodate information, including historical data, on RHF grants;
  • Prepares all grants including determining grant checklist and necessary approvals, drafting agreements, the coordination of executing signed agreements and submitting to Finance for payments;
  • Replies to general grant enquiries from grant applicants and recipients (where applicable) and the general public (i.e. QOL Grants Program);
  • Prepares contracts including drafting contract approval forms, unbudgeted forms and their necessary approvals, drafting agreements and the coordination of executing signed agreements; and
  • Performs other related duties in keeping with the purpose and accountabilities of the position.

QUALIFICATIONS

Education:
None.


Experience/Knowledge:


  • Minimum 1 year of administrative or related experience;
  • Computer proficiency including with MS Office required;
  • Experience with Salesforce, or comparable database, an asset; and
  • Knowledge of issues related to people with disabilities considered an asset.

Skills/Behaviours:


  • Effective oral and written communication, time management, interpersonal, and organizational skills;
  • Demonstrated ability to proactively complete tasks and responsibilities under tight deadlines while assessing and prioritizing workload;
  • High level of attention to detail and accuracy;
  • Ability to work independently and within a team environment;
  • Proven ability to develop credibility and effective working relationships with staff and other partners;
  • Proven skill with proactively finding efficiencies, identifying issues and bringing forward ideas and solutions to increase revenue and better service for donors;
  • Strategic thinker with an ability to execute;
  • High degree of professionalism, flexibility and adaptability; and
  • Strict adherence to maintaining confidentiality and privacy.
**An equivalent combination of education, experience and skills/behaviors will be consider
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