Canadian Immunodeficiencies Patient Organization (CIPO) Hiring for Administrative Assistant Job at Victoria Full Time

Job description: Administrative Assistant

Part-time, 24 hours/week – $28,100 annually

Term: 1 year contract

Location: Victoria, BC

Purpose: To support day-to-day operations of a small rare disease non-profit organization.

Reports to: Executive Director

The Canadian Immunodeficiencies Patient Organization (CIPO) is a national charity providing support, education and advocacy to patients and families whose lives are affected by Primary Immunodeficiency disease (PI). Primary Immunodeficiency disease is a genetic group of over 400 rare blood diseases that cause the immune system to be defective.

General Office and Administrative Support:

• Provide a welcoming, professional reception to the office for telephone, email and any in-person inquiries
• Provide administrative support to the Executive Director, including organizing all logistics for internal and external meetings, taking meeting minutes, organizing travel arrangements, booking venues and hotels, and organizing Board of Directors and other committee meetings
• Organize, update and maintain hard copy and digital files and archives, adhering to policies and procedures, and making suggestions as necessary.
• Ensure office has necessary supplies
• Create and inventory and track all supplies in the office
• Attend all staff meetings and actively participate
• Update office calendars as well as relevant projects on relevant software platforms
• Support staff with administrative questions, and work to fix any issues with service suppliers
• Organize employee and board professional development trainings
• Maintain membership contact and donor database
• Provide support for organizing events for areas related to programs, fundraising and volunteer management (e.g. organizing Steering Committee meetings)
• On an ad-hoc basis, provide support for the implementation of program activities or events (e.g. online support during an education day).
• Provide support to staff as needed to ensure accurate records and communications

Financial Support:

• Conduct basic financial management functions, such as ensuring expense claims have been made, process cheque requests, making deposits, invoicing, running financial reports, issuing charitable tax receipts and assisting with audits.
• Process monthly payroll

HR Support:

• Provide HR support to the Executive Director for recruitment processes as well as for performance reviews of current staff
• Administer and support the new hire and onboarding process for new employees
• Administer compensation and benefits program, ensuring accurate data entry and liaising with the benefit provider as required.
• Track and administer leaves for employees
• Maintain HR records

Qualifications:

• Proficiency with Microsoft Office and G Suite
• Ability to multitask and prioritize in a dynamic work environment.
• Strong information organization skills and experience
• Solid written and oral communication skills and excellent phone manner.
• Ability to organize details, set priorities, and meet deadlines with strong attention to detail a must.
• Ability to work well in a team dynamic and take direction well
• Compassion for and commitment to the immunodeficiency disease community, or willingness to learn is helpful.
• Proficiency with Quickbooks and accounting software
• Minimum 2 years of administrative experience required
• Post-secondary in administration, management or business will be considered an asset.

The Canadian Immunodeficiencies Patient Organization (CIPO) is an equal opportunity employer. We seek a broad and diverse pool of candidates and strongly believe that our organization benefits from the perspectives and talents of a diverse staff.

CIPO’s offices are located in Victoria, BC. We strive to be a flexible employer and understand the need for work/life balance and do our best to accommodate the needs of our employees requests to work from home where possible. However, the nature of this role requires at least 75% in office.

Job Types: Part-time, Fixed term contract
Contract length: 12 months
Part-time hours: 24 per week

Salary: $28,100.00 per year

Benefits:

• Dental care
• Disability insurance
• Extended health care
• Flexible schedule
• Flextime
• Life insurance
• Tuition reimbursement
• Vision care

Ability to commute/relocate:

• Victoria, BC V8W 1G2: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (required)

Experience:

• Administrative experience: 1 year (required)

Application deadline: 2022-09-29
Expected start date: 2022-11-01