North York Harvest Food Bank Administrative Assistant Job Vacancy in Canada

Position Title: Administrative
Assistant
Type: 4-month Youth Employment Fund position (see Eligibility, below)
Organization: North York Harvest Food Bank http://northyorkharvest.com
Location: Toronto, Ontario

Organizational Profile

The North York Harvest Food Bank is the primary food bank for northern
Toronto, distributing more than 1.8 million pounds of food last year
through sixty neighbourhood programs.

An independent, charitable organization, we envision a community where
all members are able to meet their food needs. Our efforts are focused
in three major areas: developing dignified community food programs,
creating public awarene

ss about hunger and its causes and engaging the
community in deciding how best to meet its food needs.

Position Summary:

The Administrative Assistant provides support to the Office
Coordinator in bringing about a well-run office environment, and
serves as an important ambassador with the public and other
stakeholders on behalf of North York Harvest.

Reporting Relationship: The Administrative Assistant reports to the
Office Coordinator and Manager, Volunteer Services

Hours: 30 hours per week, $11.00 per hour

Key Accountabilities:

1. Office Coordination. Assists with ensuring the smooth and efficient
running of the office with a focus on customer service by:
• Making sure the office is well-maintained, organized, coordinated and run
• ensuring the reception area is well-maintained, stocked and organized
• Processing incoming mail, arranging couriers and posting outgoing mail
• Maintaining and trouble-shooting all office equipment
• Maintaining and ordering inventory of office supplies within budget
• Assisting with the ordering, and organizing public relations materials
• Coordinating set up, clean up and refreshments for meetings and
events such as board and annual general meetings
• Developing a plan for appropriate office layout and overseeing implementation
• Developing manuals, policies and protocols related to the
administration of NYH

2. Staff Support. Provides efficient and effective administrative and
other support to colleagues in furthering their accountabilities by:
• Assisting staff from all departments with various administrative
tasks and projects
• Occasionally filling in for other staff who may be absent or work part time
• Recording minutes from staff meetings from time to time
• Helping out with administrative duties during seasonal food drives

3. Front Line Customer Service. Together with the receptionists,
respectfully helps customers with clear and accurate information by:
• Answering the telephone, greeting visitors, transferring calls, and
taking messages
• Accepting food donations
• Assessing the nature of the contact, staying current on
organizational initiatives and transferring the contact appropriately

4. Organizational Image. Protects and furthers the organization’s image by:
• Contributing to the delivery of customer-focused service
• Fairly and accurately representing the organizational messages and
the mission, vision and values statements of NYH to external
stakeholders

5. Team work. Contributes to a supportive and inclusive team that
works together efficiently, effectively and respectfully by:
• Supporting and collaborating with all staff and volunteers,
especially reception volunteers
• Actively contributing to a well-functioning administration department

6. Events and Activities. Supports other NYH events and activities as required.

7. Other duties as assigned.

Qualifications
• A minimum of 2-years related experience
• Preferably post-secondary education, or related experience
• Pleasant manner in dealing with people
• Excellent telephone skills
• Demonstrated ability to work well with individuals from diverse backgrounds
• Experience in providing information and referral services with
strong cross-cultural communication skills
• Ability to set priorities and handle multiple and competing priorities
• Proven time management, organizational and administration skills
• Attention to detail and follow up
• Willingness to pitch in
• Excellent computer skills in MS Word, Excel, Access, the Internet
• Familiarity with office equipment
• Knowledge of hunger and poverty issues an asset
• Ability to work independently but also as part of a team, across
departments, and with volunteers
• Sensitivity to the private nature of some information
• Able to work flexible hours and some evenings and weekends
• Secondary language skills an asset

Eligibility

This opportunity is offered under the Youth Employment Fund program,
and preference will be given to the following candidates:
• Aged between 15-29
• Out of school or attending school part-time
• Out of work or working less than 20 hours per week
• Resident of Ontario
• Willing to commit to 4 months full-time placement (30 hours per week)

North York Harvest Food Bank is committed to employment equity and
encourages applicants from equity seeking groups.

Interested candidates should submit a resume and covering letter to:
jobs@northyorkharvest.com
fax (416) 635-5599;
or mail to 640 Lawrence Avenue West, Toronto, Ontario, M6A 1B1.

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