Reports To: Executive Director
Type of Position: Part-time, 20 hours a week. Temporary position, 1 year with possibility of extension.
Provide general office management and administrative assistance to the Executive Director (ED), and other staff as necessary, to ensure that organizational goals are met and best practices are upheld.
College diploma/certificate or university degree in business administration or other related discipline or an equivalent of education and related work experience
Minimum 1 year experience; Christian ministry and or non-profit sector experience is an asset
Must be committed to the mission of TCPCC and willing and able to uphold the Statement of Principle, as well as the Statement of Faith, Values, and Policies of the Centre
Exceptional organizational and time management skills; able to work on multiple projects at a time and effectively meet deadlines
Proficient in Microsoft Office, Google Workspace apps, data bases and QuickBooks/ Simply Accounting
Knowledge of computer and social media platforms, with aptitude to learn new software and systems
Strong oral and written communication skills to effectively communicate with clients, staff, community partners, donors, and management etc.
Excellent problem solving and judgement skills with a high level of attention to detail and accuracy
Ability to handle confidential information with discretion
Flexible team player who is adaptable and enjoys a challenge
Willingness to accept increasing responsibility as experience grows
Meets regularly with the ED, working closely and effectively with them, keeping them well informed of all office matters, responsibilities, communications
Maintain general office organization and tidiness
Answer & screen phone calls for ED; handle general business calls and site support issues. Refer callers to alternative community services when necessary
Assist with projects and research as needed, including copying and printing
Pick up incoming mail, open it and distribute it as required; respond to routine inquiries. Check outgoing mail and have it brought to post office.
Manage/ oversee comprehensive filing system (electronic and hard copy) of all organizational minutes, legal documents, policies, information, plans, reports, and databases
Maintain all aspects of office resources including keeping inventory and ordering supplies
Maintain and update all media including, social media and website content
Compile and provide monthly statistical reports to Executive Director 5-7 days before board meetings
Able to create detailed work plans and identify sequence of events; even delegate suitable tasks and projects to administrative volunteers
Assist with planning meetings and appointments of the ED by providing scheduling support, drafting and editing documents, researching, reviewing and analyzing information
Enter donations daily to the database and financial information into QuickBooks and have reports ready for bookkeeper
Prepare bank deposits and take to bank
Ensure that donor account information is accurate and up to date
Pay all invoices as required, on time
Coordinate donor appreciation on a regular basis
Assist in annual budget projections & preparation
Participate in teaching topics for volunteer training/ orientation if needed
Be available to assist clients when needed
Review, update and monitor adherence to TCPCC policies and procedures
Ensure program activities comply with all relevant legislation and professional standards as required
Assist with hospitality at the Centre
Assists in leading and supervising volunteers
Represent the Vision and Mission of the Centre with community, donors, and external stakeholders
Ensure that contact information of board, staff and volunteers, community partners, and affiliates is accurate and up to date.
Engage in community events and public speaking as requested by the Executive Director
Assist in booking and managing details of meetings and speaking engagements, including making travel arrangements and creating itineraries when necessary
With ED, set up yearly marketing schedule and oversee implementation of proposed schedule, including: events (all fundraisers), mail outs (as per Canada Post Regulations), and advertising
Perform other related duties as required
Working Conditions and Hours:
The position will function primarily out of the TCPCC office. From time to time travel may be required for training, promotional activities or service delivery.
The hours of operation are currently 10am through 4pm, Tuesday through Thursday. Staff will also be required to attend training, promotional or service delivery opportunities that may include evenings or weekends.
Successful applicants must:
Provide proof of qualifications
Have a valid driver’s license
Complete an enhanced security clearance (police check and vulnerable sector search) as a condition of employment
All staff and volunteers shall receive yearly written and oral evaluation by the Executive Director
All staff and volunteers must complete Pregnancy Care Canada training once hired