Title: Office Administrator
Location: London, ON | Hybrid
Office Hours: Monday – Friday, 8:30 – 4:30 (Full-Time)
Apply by: End of day on Monday, September 11th
Are you looking to apply your bookkeeping experience (Quick Books Pro) and administration skills in a small team environment for a national charitable organization? In addition to keeping our books, you will provide administrative support to the Executive Director and Board, and help keep the office running smoothly. A go to person for our seven staff, you take pride in ensuring accurate and timely data management, you love MS Excel, can manage meetings effectively in MS Outlook and take pride in and l communicating with all our stakeholders (board members, Laureates, program funders and partners) in a warm and professional manner.
We offer a hybrid working environment (work from home on Mondays & Fridays), free parking at the office and three weeks’ vacation (plus additional time off between Christmas and New Years).
The Canadian Medical Hall of Fame (CMHF) is a national nonprofit organization located in London, Ontario that celebrates the accomplishments of Canada’s medical heroes, and, through educational programs, encourages young people to pursue careers in the health sciences.
The Office Administrator ensures that the CMHF is accountable to its stakeholders in all financial matters, and that internal processes and systems are functioning effectively and efficiently. The Office Administrator of the CMHF is an organized individual with strong bookkeeping experience along with office administration and customer service skills. Demonstrating the ability to manage multiple tasks under tight deadlines, the individual is the “go to” person for the office’s smooth operations. The Office Administrator will function within a team of leaders in a positive environment, reporting on a regular basis and providing administrative support to the Executive Director.
KEY RESPONSIBILITIES AND ACCOUNTABILITIES
BOOKKEEPING / FINANCE RELATED:
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Strong working knowledge of QuickBooks Pro. Directly responsible for all bookkeeping at the CMHF including GL accounting, receivables, payables, banking (including reconciliations), corporate credit card payments, payroll, expense report processing, monthly board and government reporting, preparation of budgets, cash flows, audit documentation, donor pledge and commitment tracking and receipting
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In consultation with the Executive Director, supports the Finance Committee (meets monthly, September – June) in its function to provide oversight to the CMHF through sound financial tracking, revenue and expense projection, annual budgeting, investment management and financial tracking
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Liaise with the audit firm that is selected annually by the Board of Directors to ensure completion of the annual audit with a view to achieving a clean audit letter
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Ensure compliance with appropriate provincial and federal government ministries to ensure reporting requirements and annual information returns
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Ensure compliance with and annual updating of the Finance Procedure Manual
OFFICE ADMINISTRATION RELATED
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Responsible for office administrative duties including ordering supplies maintaining orderly electronic files, mail and courier services, and general support services
Acquire, manage and maintain the organization’s historical records and archives and advise users on how best to access, use and interpret the information -
Contribute to our annual induction ceremonies through general event planning support, systems data entry of individual registrations, table assignments and donations (with the understanding that travel to the ceremony annually is typically required)
Support our youth education programs with database administration as required -
Be an active supporter and champion of accurate and timely data in our Customer Relationship Management Software (Microsoft Dynamics)
EXECUTIVE ASSISTANT RELATED
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Support the Executive Director on all administrative matters including meeting scheduling, committee minutes, human resources administration, travel arrangements and other administrative matters as assigned
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Serve in the role of Secretary to the Board and other assigned committees by organizing electronic meeting invites and tracking attendance, recording and minutes in a thorough and timely manner
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Maintain accurate and relevant information on the Board and Committee Portals and ensuring the filing of appropriate Board documentation as required annually by government authorities
QUALIFICATIONS
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Genuine interest and alignment with the mission, vision and goals of the Canadian Medical Hall of Fame
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Background in bookkeeping using QuickBooks Pro accounting software is a must
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Minimum two years office administration experience with demonstrated results in working collaboratively with others to successfully contribute to an organization’s smooth operations
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Excellent customer service, organizational and communication skills with the ability to prioritize and deliver concurrent assignments under tight timelines
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Proficient in applicable computer programs including the Microsoft Office Suite; familiarity with Microsoft Dynamics an asset
APPLICATION
To apply please submit a COVER LETTER and your resume to the Executive Director by end of day on Monday, September 11th to: cmhf@cdnmedhall.ca
