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Office Administrator, PLAY

Job Information
Author pmnationtalk
Date August 6, 2019
Type Part Time
Company Right To Play Canada
Location Vancouver, BC
Category Admin / Office
Client Right To Play Canada
Contact Information
careers@righttoplay.com

Office Administrator, PLAY

Closing Date: August 16, 2019
Organization: Right To Play Canada
Department/Division: Promoting Life-skills in Aboriginal Youth (PLAY) Program  
Work location: Vancouver, Canada
Authorized to work in: Canada (i.e. Canadian citizen or permanent resident)

** This position is for 15 hours per week. Current students are welcome to apply**

BACKGROUND:

Right To Play is a global organization that protects, educates and empowers children to rise above adversity using play. By harnessing play, one of the most powerful and fundamental forces in a child’s life, we help 1.9 million children each week to stay in school and out of work, to prevent life-threatening diseases like HIV and malaria and to stay safe from exploitation and abuse. We are the only global development organization focused exclusively on using play to transform the lives of children and youth impacted by poverty, war, disease and inequality.

Established in 2000, Right To Play is headquartered in Toronto, Canada and has operations in 22 countries across North America, Europe, the Middle East, Africa, and Asia.

With a shared passion for our mission, our Culture Code guides how we act and interact based on five core pillars:

  • Accept Everyone – Be intentional about inclusion
  • Make Things Happen – Seek opportunities to lead and innovate
  • Display Courage – Act with integrity
  • Demonstrate Care – Look after yourself and one another
  • Be Playful – Have fun at work

Please visit our website to learn more about who we are and what we do, and watch this video to find out about the five pillars of our Culture Code.

POSITION SUMMARY:

The Promoting Life-skills in Aboriginal Youth (PLAY) program partners with First Nations communities and urban Indigenous organizations across British Columbia, Alberta, Manitoba, Ontario, the Yukon territory, and Newfoundland/Labrador to deliver community-driven, culturally-relevant play-based programming designed to enhance leadership, self-confidence, and self-efficacy among children and youth. Guided by an Indigenous community development model, PLAY and its partners create safe and inclusive spaces where children and youth can share their ideas, their hopes and their fears, and learn the skills to become positive agents of change.

Reporting to the Program Director, the Office Administrator is responsible for on-going office and administrative support of PLAY program staff supporting First Nations communities in British Columbia, Alberta, and the Yukon.

The Office Administrator will support in executing event and travel logistics, financial functions, and office management for the Canada Programs Vancouver office.

RESPONSIBILITIES:

Job responsibility #1: Office and Financial Administration (55%)

  • Respond to general inquiries for PLAY Office (e-mail, phone and in-person)
  • Prepare invoices for payment to service providers/consultants
  • Maintain an up-to-date program resource library and office facilitation supplies and materials
  • Order office materials and coordinate purchases with vendors/contractors (i.e. PLAY merchandise)
  • Coordinate and organize the external PLAY storage unit and track inventory
  • Provide administrative support as needed to the Director, including coordinating meetings, preparing documents, drafting formal letters, preparing expenses and financial reports, etc.
  • Book and coordinate rental cars for PLAY staff to use during site visits
  • Prepare office services invoices for payment
  • Prepare expense reports for office expenditures
  • Place service calls for office equipment as required
  • Liaise with Building Management for building maintenance requests
  • Act as first point of contact in BC PLAY Office
  • Responsible for opening & distributing mail
  • Order office supplies
  • Assist with the development of processes for the efficient execution of the office’s administrative functions
  • Support, review and approve staff expense reports

Job responsibility #2: Event Logistics & Coordination (25%)

  • Support the logistical coordination of staff workshops and retreats, trainings, symposiums and clinics delivered across Canada, including ensuring that work plans and responsibilities are completed in a timely and concise manner
  • Work with PLAY East Coordinator, Training and Program Development Manager, Sport For Development Manager, Program Managers, Program Officers and Community Mentors to coordinate the travel logistics of all Right To Play staff, participants and external consultants for the wide variety of PLAY activities and events (i.e. flights, buses, taxis, etc.)
  • Prepare and distribute any necessary travel documentation to participants (itineraries, maps, directions, etc.)
  • Liaise with Travel Officer to coordinate travel logistics, including rebooking missed, cancelled and delayed flightsSupport Training and Program Development team to coordinate logistics with venues and confirm contracts for Elder, psychosocial and medical support for events
  • Coordinate the printing and transportation of all documents and materials to support major events
  • Support the purchase of all necessary supplies for major PLAY events

Job responsibility #3: Information Management (15%)

  • Manage the PLAY Formstack account, including the creation and maintenance of all forms in Formstack such as training registration forms, and Sport For Development application forms
  • Manage community partner information stored on the organizational internal drive
  • Maintain an up-to-date database of all current and potential community partners and contacts

Job responsibility #4: Other Responsibilities as Required (5%)

WHO YOU ARE:

You are detail oriented, with strong administrative and organizational skills, who flourishes in an office setting. You are comfortable with deadlines and juggling multiple differing tasks, and you have strong written and oral communication skills. You know your way around a computer, specifically Microsoft office and are comfortable creating contracts, organizing data and tracking information. You love to work with a team in an open-concept office, while moving forward your own individual office projects. Switching projects on the go and being flexible to support your teammates is not a problem for you. You enjoy a playful office space, and innovation-friendly conversations. In addition, if you are committed to advancing work grounded in social justice, equity, and anti-oppression, this is the job for you!

QUALIFICATIONS:

EDUCATION/TRAINING/CERTIFICATON:

  • University/College degree or equivalent work experience in any of the following areas: Indigenous learning, administration, office management, health sciences, outdoor recreation and education, education, community development and/or political science

EXPERIENCE/SKILLS/ATTRIBUTES:

  • Demonstrated experience in an administrative role
  • Experience managing contracts, and office and travel expenses
  • Experience coordinating travel and event logistics
  • Ability to gather, track, and maintain information
  • Familiarity with office management processes
  • Keen attention to detail in planning events and managing data
  • Strong organization skills
  • Excellent time and priority management skills
  • Problem solving and effective communication skills
  • Ability to work independently as well as collaborate within a team
  • Advanced Microsoft Excel, Word, PowerPoint and Outlook
  • Proficient in Microsoft Office
  • Ability to use data collection tools for program reporting and evaluating

LANGUAGES:

  • Fluency in oral and written English required; Indigenous language an asset

DESIRED QUALIFICATIONS:

  • Office management experience
  • Experience working with Indigenous communities and/or urban Indigenous organizations
  • Lived experience and/or understanding of Indigenous traditions and culture

WHAT YOU’LL GET:

The opportunity to work with a passionate, innovative and collaborative team where you have the ability to make things happen. You will gain experience working for a globally recognized organization with a healthy culture premised on our Culture Code (accept everyone, make things happen, display courage, demonstrate care and be playful). In addition, we offer a competitive salary and benefits package.

Target Start Date: September 2019
Contract Duration: One-year contract, with possibility of renewal

HOW TO APPLY:

If you are interested in applying for this position, please send your resume and cover letter to careers@righttoplay.com and kindly include “Office Administrator, PLAY” and your name in the subject line. Please indicate your salary expectations in the cover letter.

While we thank all applicants for their interest, only those selected for interviews will be contacted.

Right To Play provides equal employment opportunities to employees regardless of their gender, race, religion, age, disability, sexual orientation or marital status. We offer a family-friendly environment that allows for flexible work arrangements in order to support staff diversity and ensure a healthy work-life balance.

We are a child-centered organization. Our recruitment and selection procedures reflect our commitment to the safety and protection of children in our programs. The successful candidate will be required to provide a satisfactory police record check as a condition of employment.

Should you require any form of accommodation during the recruitment process, kindly contact the People & Culture team by email at careers@righttoplay.com.

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