Branch Operations Coordinator

Internal/External Job Posting
Location: Toronto or Barrie 
Indeterminate full-time position
Closing:  June 29, 2020 4:30 PM 

Salary range: 38,700-44,520

Summary of Position:

Under the direction of the Director of Housing and Infrastructure, the Branch Operations Coordinator provides overall administrative and operational support to the branch.

Administrative:

  • Support Branch with administration and operational needs as required
  • Organize complex travel arrangements for the Director of Housing and Infrastructure, branch managers and staff, in partnership with the travel agency, as requested
  • Coordinate the processing of financial, administrative procedures (i.e. purchase orders, expense claims, bill back submissions and purchase card reconciliation)
  • Create instruction, tools, guidelines and operational policies for staff for the use of office technology, software and internal processes
  • Plan and coordinate onsite and offsite meetings, special functions and events for both internal and external partners
  • Manage guests, catering, bookings, and document preparation for internal and external meetings
  • Balance conflicting priorities to manage workflow, and ensure the completion of essential projects within required timelines
  • Maintain branch calendar of events and communications work plan
  • Coordinate the production and printing of communications materials
  • Manage, route, and processed all daily incoming and outgoing branch general emails and inquires, engaging with clients by phone, email, and in-person providing referrals to appropriate branch team member or MNO program
  • Update the Infinity Property Services website as requested
  • Assist Infinity Property Service team by completing batching, utility payments, and data entry in the business management system as directed by the branch director
  • Assist with coordination of the MNO office facilities file, liaising with the landlords to coordinate office maintenance and repair requests as required
  • Assist with preparing project proposals, reports and submissions to funders as required
  • Research information for the Director as requested
  • Attend meetings/training with the Director when required

 

Records Management:

  • Responsible for the day-to-day management of the records management and filing systems
  • Maintain a repository for branch proposals, reporting, action plans, meeting minutes, work plans, etc. in a centralized, accessible location.
  • Maintain the branch directory to ensure it is up to date
  • Maintain and coordinate production of any printing communication materials
  • Assist with digitalizing documents and uploading them into branch management systems as requested.
  • Assist with monitoring/tracking certain budgets upon direction of Director

Collaboration:

  • Act as liaison for collaborative administrative needs and inter-branch activities, attend internal communications meetings as required
  • Collaborate with the branch team members to improve branch efficiencies and  strengthen operations
  • Other duties as assigned by the Director of Housing and Infrastructure

 

Working Conditions & Environment:

Realistic Job Preview:

Typical Week

  • 8:30am-4:30pm
  • Work primarily conducted in-office
  • Filing, managing phone calls and emails
  • Extensive office work, minimal travel

Physical Stressors

  • Limited-weight lifting

Mental Stressors

  • Overtime may be expected

Occupational Health and Safety Advisories

  • May require occasional lifting of items weighing up to 30 KGS

Accommodations limitations

  • This job requires a degree of in-office work
  • Frequent breaks, sit/standing variances, and breaks for walking/movement eligible
  • Travel can be limited/eliminated for certain periods of time

 

Knowledge, Skills & Attributes:

Required

  • College certificate, or diploma in a related field from a college or university and at least 3-5 years’ experience in Administrative support role, or an equivalent combination of education and experience.
  • Highly proficient in MS Office: Word, Excel, PowerPoint and Outlook (create and/or update PowerPoint presentations, use tasks to create to-do lists and manage deadlines, and create mail merges with numerous recipients) and willing and able to adapt to and learn new software
  • Extremely organized, must be able to manage multiple priorities and work comfortably and efficiently in a fast-paced environment.
  • Ability to communicate effectively and professionally with everyone, both internally, and with external contacts.
  • Proven experience working efficiently and effectively as part of a team as well as independently.
  • Exceptional communication skills, both written and verbally.
  • Ability to respond to changes, scheduling conflicts, and travel changes with a calm demeanor.
  • Proven ability to work well under pressure and meet set deadlines while maintaining the highest level of accuracy.
  • Exceptional problem-solving, time management and analytical skills to prioritize workload pressures and deadlines.
  • Demonstrated focus on customer service excellence.

Preferred

  • Knowledge of Métis-specific and broader Indigenous key challenges, and programs
  • Knowledge of program administration, budgeting/financial management, program planning, and coordinating
  • Ability to travel, at times for extended periods of time

Assets

  • Bilingualism

 

Experience:

Required

  • Three to five years’ experience in a similar/comparable role.
  • Or, three to five years’ experience in the Branch with demonstrated growth and potential to fulfill the role.

Preferred

  • Financial administration experience

 

Positions at the MNO may require the following:

  1. 1.    Current CPR/First Aid certification or ability to obtain
  2. 2.    Completion and maintenance of Vulnerable Sector Verification
  3. 3.    A reliable vehicle, driver’s licence, $1,000,000 liability insurance, and a clean driving record
  4. 4.    Flexibility to work extended hours as necessary
  5. 5.    Ability to occasionally travel and stay at remote locations for limited periods of time

The Métis Nation of Ontario commits to providing accommodation as required by the Ontario Human Rights Act, unless to do so would cause undue hardship. Accommodations will be provided in accordance with the principles of dignity, individualization, and inclusion. The Métis Nation of Ontario will work cooperatively and in the spirit of respect with all partners in the accommodation process. These accommodations will extend to all aspects of the employment relationship including recruitment and selection. Please email humanresources@metisnation.org if you require an accommodation during the hiring process.

Preference may be given to qualified Métis candidates.