Administration and Marketing Manager - Ottawa, Canada - Unitarian House of Ottawa

Unitarian House of Ottawa

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Unitarian House of Ottawa is a nonprofit Retirement Residence and Senior Apartment building just outside of Westboro.

We are a unique community and are in search of a warm, outgoing individual with a strong attention to detail to fill the role.

The Administration and Marketing Manager reports to the Executive Director. Works collaboratively with department heads, staff, volunteers, and the Board of Governors.

Experience with WordPress, Google Workspace Administration, Quickbooks, constituent management software is desired. Experience with Nonprofit Governance and Policy is a definite asset.

Remuneration is based on experience. Annual Salary plus bonus. Annual Cost of Living Increase

Qualifications:

Previous 2year managerial experience in a retirement home or equivalent knowledge with relevant experience.
Relevant postsecondary education.
Understanding of bookkeeping practices.
Secretarial and office procedure skills and experience with office equipment.
Public relation, communication, and English skills; both oral and written.
Empathy for and understanding of the needs of the elderly, families, staff and community.
Self-Directed, initiative, leadership skills and supervisory capabilities.
Knowledge of all legislative requirements related to retirement home communities including:
The Employment Standards Act Residential Tenancies Act
The Worker's Compensation Act Occupational Health and Safety Act
Retirement Homes Act
The Public Health Act
Customer Service Standards
Clear Criminal Record (Vulnerable Sector Check is required)
Clear of communicable diseases (Two step TB test required)

Responsibilities:

Administration:

Complete monthend accounting and administrative reports.
Handle payments and queries concerning billings from residents and/or their families.
Compose correspondence including confidential material.
Review office forms and information packages as needed.
Works with the Executive Director in all matters affecting the home.
Provide oversight with the move in and move out process
Assist with Fundraising Initiatives and special events
Delegate administrative duties as required.
Communication and distribution of internal messages to staff and residents, families and community.
Managing and allocating annual budget.

Management

Provide oversight of Administration staff and volunteers.
Orientation, instruction, supervision, performance reviews and ongoing training of Administration and Support staff.
Assist Executive Director and department heads in onboarding and orientation of new staff and monitor annual mandatory training to ensure requirements are met.
Assist Executive Director with updating operation manuals.
Assist Executive Director in the development, implementation and updating of policies and procedures for all departments.
Ensure accurate invoicing of rent, meal plan, foot care, INR, and incidental charges.
Ensure donations are entered into income software ensuring a high level of accuracy.
Ensure cash is reconciled and deposits are prepared weekly.
Ensure office supplies are ordered from designated suppliers at competitive prices.
Maintain office equipment and service requests for equipment and software including but not limited to printers, computers, postage meter, nurse call system, pagers, and maglock system.
Assist the Executive Director in keeping complete records of contracts as directed including but not limited to internet, telephone services, maintenance radio, front entry system, web hosting, and van cell phone contracts.
Assist the Executive Director in keeping complete records of security key distribution.

Board of Governors Secretarial Duties:

Attend Board and Committee meetings and prepare minutes as requested.
Assist the President of the Board of Governors in the administration of the File Management System including orientation and training of Governors.
Assist President of the Board in managing the Association Memberships and fees.
Assist President of the Board in preparing for the Annual Meeting.
Assist President of the Board in creating and distributing annual Association Membership letters and packages.
Assist President of the Board in secretarial duties in the absence of the Board Secretary or as directed.

Marketing Responsibilities:

Develop, maintain and implement annual and quarterly sales, marketing plans, reports and budget.
In conjunction with the Director of Care and Activity Coordinator introduce and bring community influencers, private health care providers, family influencers, eligible seniors, and referral sources onsite or initiate contact with the residence.
Work closely with the Executive Director and Management staff to maximize the number of potential prospects.
Monitor and communicate regularly with clients on wait lists to ensure vacancies are addressed
Report to Department Heads upcoming moveouts and moveins.
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