Office Administrator

Humane Society Yukon
Whitehorse, YT Full Time
Compensation:
$ to $ Hourly
This job does not presently include benefits
Administration And Clerical
Duration
Permanent
Job Level
Assistant
We are immediately seeking someone to join us who is passionate about working on the front line with animal lovers and keeping the organization's systems running smoothly while creating and managing effective office procedures and processes. This position plays an integral part of the HSY team supporting the work of the Executive Director and the animal care team in a fast paced environment.
Job closes 25th
About the organization
Our mission at Humane Society Yukon is to help animals in Confidential and to give them a safe warm place to stay while we try to find the best forever home for them! We have amazing dedicated staff and volunteers who provide love and care to our animals.
About the position
The Administrator supports the Executive Director and will be responsible for the administration and organization of the shelter front office.
This is an evolving and dynamic position for someone who is looking for a high-energy and positive work environment where they can exercise their organizational skills. You will get to work with other animal lovers, including the animal shelter staff and the general public, by handling a wide range of administrative and executive-support related tasks. Your administrative excellence within the front office will allow the organization to operate fluidly and efficiently.
This is an evolving position and responsibilities shift over time.
As an administrator at the Humane Society, here?s what you?ll be doing:
Key Res-paw-nsibilities:
Undertake administrative functions in a timely and effective manner under the direction of the Executive Director
Working closely with the Kennel Manager in organizing trials/adoption/fostering arrangements
Utilize electronic calendars for tracking appointments and office priorities
Respond to inquiries and assist members of kennel staff and public
Manage intake and adoption paperwork and computer and paper record retention
Acquire and manage office supplies, furniture, fixtures and equipment;
monitor and arrange maintenance of facility infrastructure
Act as reception, answering and responding to phone inquiries and providing shelter information to public via electronic communications
Track and document all shelter documentation through spreadsheet management
Assist in the organization of the office of the Executive Director;
maintaining online presence;
preparing promotional materials;
Manage filing system;
design and management of spreadsheets and promotional materials;
drafting correspondence;
operating cash point sales;
maintaining petty cash
Liaising with media for weekly periodical postings of shelter animals
Utilizing internal Shelter Manager and Pic Monkey programs for advertisement ofshelter animals
Assume other duties as defined by the Executive Director
Assist in fundraising initiatives
Update website with adoption information
Draft correspondence and maintaining database information
Provide other daily support as required
Manage payroll calculations;
working with bookkeeperon financials
Undertake special projects as assigned by Executive Director
Other Tasks and Responsibilities:
As an administrator at the Humane Society, this is the kind of person we are seeking:
Who Are You:
Demonstrating Agility and Reliability:
You are flexible to adapt to evolving demands of the job and try different approaches before deciding what works best. You are effective at prioritizing competing tasks. As an integral part of the team, reliability is integral to the day to day operations
Supporting Others:
Committed to supporting the work and success of the shelter team and fellow animal-lovers within the society
Be Proactive:
Willing to take initiative and ask where help is needed in various capacities
Effective Communication:
Demonstrated understanding and comfort with working within a mixed volunteer and staff leadership model. Ability to communicate in a calm, respectful and friendly manner, while remaining professional.
Get-up-and-go:
You thrive under flexible supervision and take initiative with a focus on results. You are excited to learn the ins-and-outs within the society and independently take on any challenges that arise.
Love Your Work:
Enthusiastic about affecting proactive and positive administrative processes.
What makes you a great fit
- Required:
Minimum 2 years in responsible administrative/secretarial position OR post-secondary studies in Business/Office Administration or equivalent
Experience with excellent written communication:
Drafting letters and agreement documents to clients with great attention to detail.
Social media proficient responsibilities include:
Posts &
website updates
Strong proficiency with Microsoft Office Suite Word &
Excel
Experience with G-suite
Employment type:
Full-time.5 hours weekly
General work week:
- Saturday 10am-6pm shelter closed Sun-Mon
Preferred:
Payroll experience is an asset
Prior experience working in non-profit setting
Work Environment
Commitment Statements to Diversity and Inclusion
Additional Application Instructions