Administrative Coordinator

Administrative Coordinator CMHA-NS
Canadian Mental Health Association Nova Scotia Division
JOB POSTING (Term position until March 2024 – 4 days per week with potential increase to 5 days)
Administrative Coordinator CMHA-NS & Project H.O.P.E.
The Canadian Mental Health Association Nova Scotia Division is growing. We are looking for a passionate and self- motivated individual who understands the importance of the administrative role as the glue of the organization as we expand our programming and impact throughout Nova Scotia.
ABOUT CMHA NS: Founded in 1908, CMHA NS is the most established, most extensive community mental health organization in Canada. Through a presence in 36 communities across the province, CMHA NS provides advocacy and resources that help to prevent mental health problems and illnesses, support recovery and resilience, and enable all Nova Scotians to flourish and thrive. Today, the importance of our mental health advocacy work in combination with new energy and direction of our organization makes CMHA-NS a dynamic employer of choice.
ABOUT PROJECT H.O.P.E: The Project H.O.P.E (Housing Outreach Peer Empowerment) team works with people in our community who have experienced homelessness, are currently homeless or are at risk of homelessness, while also experiencing mental wellness issues. People may self-refer or may be referred by community partners.
OUR CULTURE: We nurture a culture grounded in curiosity, learning and building trust-based relationships. We are committed to advancing our JEDDI work (Justice, Equity, Decolonization, Diversity and Inclusion) at the individual, organizational and community level. Our team values are – Compassion, Connection, Authenticity, Hope and Growth. We embed these values in the work we do in community every day.
To learn more about CMHA NS, visit: www.novascotia.cmha.ca
JOB DESCRIPTION: As a key member of the CMHA Nova Scotia Division team overall, as well as an important player in the overall success of Project H.O.P.E (Housing Outreach and Peer Empowerment), the Administrative Coordinator will be responsible to ensure that the administrative needs of the organization are being met so that we are able to deliver key programming information to our stakeholders in a timely, accurate and efficient manner.
KEY RESPONSIBILITIES:
Would include, but not be limited to:
Project H.O.P.E Responsibilities. (50%)
 Collate data as required by funders
 Coordinate payment on all approved financial payments for clients. Work with Team Lead to ensure funds are drawn from appropriate source relative to client need.
 Support Lead in creating /updating forms as per reporting requirements
 Update monthly financials and ensure financial reports are submitted in a timely manner
 With the approval of Lead – set up Trustee Payments
 Track all appropriate reporting for the province
 Track program expenditures for invoicing to community partners as appropriate
 Support completion and delivery of yearly activity monitor

Human Resources:
 Track employee time off
 Follow up with staff regarding time off sheets
 Record time off on calendar
 Submit payroll to LEAD for approval
 Coordinate training for staff
Miscellaneous:
 Collating information as required by CMHA for yearend report
CMHA-NS Responsibilities (50%)

 Human Resources –
o Backup for CMHA-NS payroll and administrative functions
 Education –
o Coordination of activities tied to education:
 Sourcing and booking facilities
 Tracking and payment of facilitators
 Tracking and collation of surveys/feedback
 Gathering of data for midterm and final funder reports
o Collating data for funder reports for Communities Addressing Suicide Together (C.A.S.T.), Education
o Coordinating Peer Support events as required
 Marketing/Communications –
o Management of Eventbrite/web page management and support
 Fund Development –
o Development and management of Funder database
o Coordination of funder communication as required
 Operations –
o Support on Imagine Canada application

LOCATION: This position is virtual and offers a flexible work environment and a workplace culture committed to personal wellbeing and psychological safety.
WORKING CONDITIONS: This position runs from 8:30 a.m. to 4:30 p.m. (days to be established) . This position functions in a combination of working in an office environment, with stakeholders and working from home.
COMPENSATION: Commensurate with experience. Range: $44,000 -$46,000 Full Time – prorated to hours worked (fair market value within the sector)
EQUIPMENT: The employer will provide necessary office equipment for the employee’s use while employed with CMHA NS Project HOPE. This includes a laptop computer, printer/scanner, and cell phone.
A valid Nova Scotia Driver’s License and access to a vehicle is suggested but not required.
Reimbursement will be paid at a per/kilometre rate.
The employee is responsible to have reliable internet service.
QUALIFICATIONS/PERSONAL SKILLS & ATTRIBUTES:
 Calm under pressure
 Ability to prioritize
 Ability to work to a deadline
 Ability to prioritize multiple demands
 Creativity and strong problem-solving skills
 Excellent written and verbal communication skills
 Excellent computer proficiency (MS Office)
 Familiarity with office equipment
 Basic math abilities and an understanding of basic financial concepts
 Meticulous approach to administrative tasks
 Growth mindset
 Ability to work effectively with multiple stakeholders
EDUCATION AND/OR WORK EXPERIENCE REQUIREMENTS:
 Diploma in Office Administration and or proven work experience (minimum 3 years) in same or similar position
 Proficient with MS Office Suite (particularly MS Outlook, Word and Excel)
 Although not required, preference will be given to those who have knowledge/appreciation of social systems including housing and community development as well as community mental health services
Closing date: 23 December, 2022
Please provide us with a resume and cover letter stating how your values align with ours and why you feel this job is perfect for you.
Send application with resume and cover letter to: cmhans.general@novascotia.cmha.ca
We thank you for your interest and please note that only those identified for an interview will be contacted.
CMHA NS is committed to reflecting the diversity of the communities within which we work. As such, we encourage applications from Black, racialized and Indigenous Peoples, 2SLGBTQ+, newcomers to Canada, and people with disabilities. If you are a member of a group that has been historically excluded from opportunities, we encourage you to self-identify in your cover letter or resume and to share your pronouns. We are committed to treating all applicants fairly and accommodating those with disabilities at any stage of the hiring process.