Careers
Corporate Admin Secretary
Deadline:
Internal: February 9, 2023 & External: February 15, 2023
Access Alliance Multicultural Health and Community Services (AAMHCS) is a Community Health Centre that is committed to and works to improve health outcomes for the most vulnerable immigrants, refugees, and their communities. We do this by facilitating access to services and addressing systemic inequities. The Centre envisions a future in which diverse individuals, families and communities can achieve health with dignity.
Our dynamic and collaborative inter-professional team includes physicians, nurses, social workers, dieticians, psychiatric consultants, settlement workers, health promoters, Community-based researchers, and a cutting-edge Health interpretation program. We operate three busy centres covering the City’s West and East end and Downtown. All are easy to reach using public transport.
The successful candidate will be working mainly from the headquarter office on College St. but, due to Access Alliances multi-site locations, the candidate may also work in all three locations, including some hours on Saturdays and evenings occasionally. To learn more about Access Alliance, our programs, services and locations, please visit our website: https://accessalliance.ca/
Responsibilities:
We are seeking a highly organized and tech-savvy individual with outstanding interpersonal and communication skills who is experienced in providing effective administrative support to a multitude of internal stakeholders.
Reporting to the Manager, Resource Development and Communications and working collaboratively with other managers and administrative support staff, the Incumbent will be responsible for:
Assistance with Fund Development and Granted Project Management:
Maintain and update information about donors, funders, funding applications and funded projects in our Salesforce-based database;
Coordinate and compile supporting documents for funding applications;
Update community partners’ information in Salesforce;
Establish reporting routine, recognition plan and other engagement workflow in the database based on funding and donation agreements;
Support project managers to fulfil the obligation of reporting to funders;
Linking data points based on the relational model of the system;
Retrieving data and generating reports for colleagues who do not have access to the database;
Maintain clearly categorized records on the shared drive;
Support the training for designated staff members to use Salesforce and help troubleshoot their generic tech problems and issues with the database;
Assist with donor stewardship efforts and prepare correspondence and other documents as directed.
Centralized Procurement:
Inventory and maintain shared resources (e.g., branded products, promotional materials), equipment, and supplies;
Maintain and update lists and records of vendors and contractors;
Purchase office and program supplies and order branded products and imprinted materials;
Generate periodical inventory and purchasing reports for the management;
Manage our community membership with Toronto cultural attractions and order free/discounted tickets on behalf of the programs
Other duties as assigned
Qualifications:
Post-secondary College diploma and/ or equivalent experience in business administration;
At least 2 years of experience working in an administrative role using relationship database;
Proficiency in the use of computers and various software applications (MS Suite, in particular Excel, CRM, and Canva);
Proven ability to handle sensitive data and commitment to protect confidentiality and privacy;
Strong organizational skills and a great attention to details;
Excellent communication, interpersonal, problem solving and training-facilitation skills;
Demonstrated flexibility, time management skills, and ability to maintain a positive attitude in a high-pressure environment;
Outstanding collaborative attitude and ability to take initiative and responsibility;
Ability to work effectively within a diverse multi-disciplinary team;
Proven commitment to professional development and life-long learning;
Experience with Salesforce is highly preferred;
Experience working in a nonprofit community-based organization a strong asset.
Salary Range: $36,071 – $43,346
Hours: 35 hours/week
Duration: Full-Time, Permanent
Bargaining Unit Position: United Food and Commercial Workers, Local 175
Classification: Secretary
Application Method: With “ Corporate Admin Secretary” in the subject heading, please send your resume and cover letter before 5 pm Feb 15, 2023 on at: jobs@accessalliance.ca
We thank all applicants for their interest but only those selected for an interview will receive acknowledgement. Please note that a criminal background check (Vulnerable sector) will be conducted for this position.
We encourage applications from individuals who reflect the broad diversity of communities we work with, including those from racialized and LGBTQ communities.
In accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.
Access Alliance encourages a scent-free environment. Employees, students, volunteers, and visitors are asked to refrain from wearing fragrances and other scented personal care products (i.e. perfumes, lotions, hairspray, etc.) while at the Centre.
No Phone Calls Please