Business Administrator - Cobourg, Canada - Horizons of Friendship

Description

JOB POSTING

Job Title:
Business Administrator

Reports to:
Executive Director


Salary:
$22.00/hour - $25.00/hour; commensurate with experience


Employment Terms:
up to 35 hours per week; Probationary period - 6 months; Available to participate in Horizons functions/meetings outside of regular business hours as needed


Location:
Cobourg, Ontario. (hybrid - remote and on site)


Starting Date:
January 9, 2023 or sooner**
INTRODUCTION
Horizons of Friendship is a Canadian non-profit, international development agency committed to eliminating the root causes of poverty and injustice through the cooperation of people from the
South and the North.

Horizons of Friendship supports Central American and Mexican partner organizations that undertake local initiatives, which further this goal.

In Canada, we raise awareness on global issues and work with Canadian organizations at the local and national levels to bring about positive and lasting change.

***Under the direction of the Executive Director, the Business Administrator is responsible for a diverse set of tasks to ensure the smooth and efficient running of the organizational support functions. This includes bookkeeping and Raisers Edge data base management, executive and
HR support, scheduling and bookings, organization and coordination of the office, and communications and community engagement.


MAJOR RESPONSIBILITIES

Finance

• Responsible for processing all accounts payables and receivables, reconciliations (Thrift

Store sales, bank statements, staff travel expenses) and all deposits

• Processes payroll and benefit administration
• Maintain project files (payments and receipts)
• Prepare monthly journal entries and reconcile balance sheet accountants (i.e., cash on hand, prepaid expenses, account payable and accrued liabilities
• Gather and reconcile corporate expenses
• Management and filing of all accounting records
• As required assist the Executive Director and/or liaise with outside partners, particularly regarding financial matters, including the preparation of yearly and quarterly financial reports
• Raisers Edge data base management, including processing donations and associated required documentation (i.e., tax receipts), downloading and entering the weekly disbursement summaries, inputting fundraising batches from Raisers Edge to Sage 50 monthly.

Administration

• Ensure smooth and efficient running of all organizational support functions including implementing ideas to enhance cost effectiveness and improve employee satisfaction/overall office environment
• Ensure office/organizational guidelines and manuals are complete and uptodate and monitor their implementation.
• Coordinate and manage purchases required for office; maintain office shared spaces and kitchen (dishwasher, general cleanliness); manage the office and property maintenance including overseeing contracts with outside vendors.
• Participate in monthly staff and administrative team meetings.
• Act as a backup for minutes taking for board meetings; participate in Board Committees as needed.
• Responsible for mail pick up and disbursement.
• Support/coordinate travel arrangements involving multiple destinations including booking flights, accommodations etc.
• Coordinate and/or assist with corporate event planning tasks including venue, marketing or invitation materials, catering, setup, presentations etc. as necessary.
• Develop and implement filing and organizational procedures, maintain contact lists, plan onsite/off site activities and other ad hoc needs as required.
• With Executive Director, plan and implement cycle of strategic planning, including annual planning and annual job reviews.

Human Resource Support

• Support recruitment activities including coordinating the new hire process/onboarding.
• Set up new and existing employees with technology as required (i.e., monitors, laptops), passwords etc.
• Administer employee benefit plan including tracking staff paidtime off entitlements

(vacation and personal days).

• Act as a resource person for the Executive Director on personnel and employment standards matters, including preparation of annual contracts, annual evaluation, and other procedures.
• Coordinate logistics and oversight/supervision of student placement program.

Communications/Community Engagement

• Take leadership in the preparation of materials to disseminate information on the work of

Horizons' partners through approaches to the media, at public engagements and events, including distribution of promotional materials.

• Assist Executive Director and/or write articles for newsletters, website, press releases, donor communications/supporters etc.
• Assist and support communication materials needed for Horizons staff.
• Assist in sourcing materials for Horizons' website and in the translation of Spanish

- language materials from Southern partners.

• Oversee and manage content on relevant social media platform