Ontario Natural Food Coop Board Administrator Job Vacancy in Mississauga, Ontario

SUMMARY OF POSITION
To support and manage all aspects of ONFC’s Board of Directors and associated committees.

Note: This position will be part time at 16 hours a week, the majority of the time working from home. The incumbent will submit invoices monthly to receive compensation and will be eligible for some approved expenses.

Eligible billing hours include the following:
(a) all administration associated with Board and committee work
(b) all meeting time including in-person and telephone (i.e., Board and committees; ONFC staff; outside groups as needed).

KEY RESPONSIBILITIES

Document and data management
• Record minutes of Board and committee meetings
• Prepare minutes in a timely fashion
• Ensure that the meeting minutes are being recorded at all times (including times when the administrator is unavailable)
• Maintain minute books
• Maintain all electronic and paper files pertaining to Board and committee work
• Ensure annual ONFC director requirements and government documentation are fulfilled and retained as needed (i.e., Conflict of Interest forms, Form 1, etc.)
• Preparation and management of all documentation for distribution to Board, committees, staff, as needed. (Note: paper-based packages prepared in-person at ONFC)
• Propose meeting agendas for approval by Board President and General Manager
• Maintain director and committee member data
• Maintain Board Planning Cycle
• Prepare all governance related items for Annual General Meeting (AGM) including working collaboratively with Member Program staff to prepare Annual Report, prepare Directors for AGM participation and record and prepare minutes of AGM.

Manage all aspects of good functioning of the Board and committees
• Set meeting dates; send reminders as needed
• Basic meeting administration including preparation and clean-up meeting room(s) and coordinating food (i.e., catering, ONFC food)
• Use electronic technologies in order to offer efficiencies to the Board and committees
• Manage volunteers’ expense claims.

Support director and volunteer excellence
• Collaboratively work with directors and committee members as needed in order for each individual to successfully fulfill his/her duties
• Actively participate in Board orientation, development, and retention strategies including database management for Board surveys and organize training opportunities and event participation
• Work with directors and staff to recruit new directors and volunteers.

Support Board and committee communication with membership and staff
• Work collaboratively with relevant staff to ensure high quality and timely communications from the Board and committees to all audiences, may include writing and editing of written communications and collaborating with relevant staff on visual mediums (i.e., web video)
• Work collaboratively with Member Program staff to maximize the exchange of information with members.

Support the General Manager’s Board and committee related work
• Maintain all electronic and paper files pertaining to GM’s Board and committee work
• Prepare correspondence, presentations, reports as needed

QUALIFICATIONS
• College diploma required. Undergraduate degree a strong asset
• Three or more years of administration experience
• Strong administration and organizational skills required. Certificate an asset
• Experience with co-operatives a strong asset
• Experience working with Board of Directors and organizational governance issues a strong asset
• Three or more years of relevant experience in corporate and community communications (public relations), co-operative business, and/or sustainable food arenas.
• Excellent communication skills. Ability to communicate effectively and foster positive relationships with a wide range of audiences including staff, management, volunteers, directors, and community partners
• Able to write reports, correspondence, and create presentations for a variety of audiences
• Ability to manage a number of complex projects simultaneously while achieving results.
• Strong customer service attitude
• Excellent interpersonal skills and ability to thrive in a diverse and demanding work setting
• Strong work ethic demonstrating professionalism and a personable manner
• Highly confidential, trustworthy, and ethical conduct
• Ability to self-manage flexible work hours requires strong work ethic and personal discipline
• Proficient in MS Office applications, 2010 suite, and Outlook. Willing and able to learn new applications
• Must be able to work from home
• Candidate must also be able to accommodate a very flexible schedule which includes every-second-month all-day in-person meetings on Sunday, early morning video/teleconferences (8:00 am) and evening video/teleconferences, and the rare but possible full weekend meetings (i.e., Board retreats, StratCom planning, etc.).