Program Administrator Jobs

Job Title: Programs Administrator

Status: Part-Time - 1-year contract

Department: Special Programs

Reports to: Director of Special Programs

Location: Burlington, ON

Special Programs Administrator works to assist the director of special programs and Inspire team with the planning and execution of Inspire Volunteer Abroad Program. Their primary duties include providing administrative support to ensure the efficient operation of the program. Supports program managers, employees, and volunteers through a variety of tasks related to organization and communication. This role will be responsible for confidential and time-sensitive material.

The ideal candidate should be a master multi-tasker with excellent communication skills. Candidates should be familiar with a variety of the non profit sector’s concepts, practices, and procedures, able to provide professional assistance via phone, mail, and e-mail, make reservations or travel arrangements, and generally be a helpful and positive presence in the workplace.

Essential Duties and Responsibilities:

• Carries out the logistics preparation for trips.
• Completes operational requirements by scheduling and assigning administrative projects and expediting work results.
• Carries out administrative duties such as data entry, filing, typing, copying, binding, scanning etc.
• Handles the marketing content development and update (collects blogs from volunteers, newsletters, social media posts, reports, update the website, etc.).
• Contributes to team effort by accomplishing related results as needed.
• Supports the team by performing tasks related to organization and communication.
• Provides administrative support to ensure the efficient operation of the program.
• Keeps track of and regularly updates all volunteer records, trips’ data sheets, and fundraising efforts in the IRC database
• Any other tasks as assigned by the program management.
• Maintains supplies and equipment inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, ensuring preventive maintenance, and calling for repairs.
• Works with IRC’s volunteer abroad specialists to organize events and capacity-building programs for the volunteers
• Answers phone calls, replies to emails, schedules meetings and supports visitors.
• Provides information by answering questions and requests.
• Makes travel arrangements such as booking flights, cars, and hotel or restaurant reservations.

Qualifications and Requirements:

• Excellent problem-solving skills;
• Two years of experience working as an administrative assistant;
• Strong familiarity and understanding of Project Management;
• Excellent administrative writing and reporting skills;
• Ability and willingness to travel to IR projects across Canada and worldwide if needed;
• Strong computer skills including Microsoft Word, Excel, Outlook, Microsoft PowerPoint, published, and Adobe Acrobat as well as email and database systems handling;
• Ability to work under pressure and meet deadlines;
• Must be eligible to work in Canada;
• Experience in supply management and inventory control.
• Strong time management and prioritization skills;
• Preferably holding a valid driver’s license,
• Outstanding communication and interpersonal abilities;
• Proficient with Gmail, MS Of ice suite, and Adobe Acrobat;
• Familiarity with social media platforms;
• Be able to work comfortably in a fast-paced environment to meet deadlines;
• University degree in a relevant field;
• Demonstrated capacity to work effectively with diverse cultures;
• Demonstrated capacity to work both in a self-directed manner and collaboratively with other staff and stakeholders;
• Fluent in English; the ability to communicate in other languages is an asset;
• Please note: this position may require mandatory national and international travel to IR projects worldwide and across Canada.
• Available to work flexible or additional hours as required (during holidays, weekends, and late nights to plan and support volunteers' activities;

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