Springboard's mission is to build stronger communities by helping youth and adults develop the skills they need to reach their full potential. As a charitable organization, we deliver innovative, professional and diverse programming by establishing partnerships between our clients and their community. Springboard’s program areas include community justice, employment, developmental services, youth justice, Weed out The Risk and The Community Learning HUB.
WHO WE ARE
People are at the centre of everything we do. We foster opportunities for skills development, personal growth and social interaction. We also actively promote work / life balance and mental health supports. We foster communication across the agency, from our Town Halls to our quarterly Springboard orientations. We are a learning organization and our people have the opportunity to provide feedback into all areas of the organization.
We have an active Employee Engagement Committee that focuses on connecting staff through communication, a rewards and recognition program, career development initiatives and of course, social and team building opportunities. Springboard offers a comprehensive benefits package for full time, permanent staff and, for all permanent positions, a savings plan that helps support our people in all aspects of their lives.
THE OPPORTUNITY
Job Class
Non-Union
Department
Head Office
Location
2 Carlton Street, Toronto, ON
This is an on-site position
Status
Full-time, Permanent
Pay Rate
45,000 to $50,000 per annum
Vacancy Number
HOF-NU25-04
Number of vacancies
Available
Immediately
Monday to Friday, 9am – 5pm
Schedules are subject to change to meet departmental needs, mainly with some events happening and / or evening meetings.
Reporting to the Director of People & Culture and as an integral member of the People & Culture team, the People & Culture Administrative Coordinator will play a key role in supporting the People & Culture functions and in managing the administrative operations of the Head Office. This role combines administrative expertise with a focus on delivering an exceptional employee experience throughout the entire employee lifecycle.
Requirements
WAYS YOU CAN CONTRIBUTE
Responsibilities
People and Culture Support :
* In collaboration with the hiring managers and the People & Culture team, the People and Culture Administrative Coordinator will be responsible to ensure a seamless recruitment, selection, and onboarding process that fosters an engaging employee experience from day one.
* Finalize and post job postings in collaboration with People Leaders on Workable and other job boards.
* Manage confidential information and safeguard employee records in compliance with organizational policies.
* Partner with third-party providers to process reference checks for new hires.
* Maintain and update the Employee Management System (EMS) with accurate and timely employee data.
* Oversee electronic and paper employee files, conduct regular audits, and follow up on outstanding documentation.
* Coordinate onboarding activities, including managing security access, distributing ID cards, and ordering business cards.
* Track and ensure timely completion of all mandatory training for staff, including sending reminders for compliance training.
* Provide administrative support for employee terminations, onboarding, and employment changes.
* Prepare employment-related letters (e.g. confirmations, and verifications) for current and former employees.
* As a member of the Employee Engagement Committee plan staff engagement activities and events, such as the annual Staff Event.
* Support event execution, including room setup, technology arrangements, and refreshment orders.
* Collaborate with and support DEI committees to implement inclusive practices and initiatives including the DEI trainings across the organization and support in advancing initiatives that promote a diverse, equitable and inclusive organization.
Administrative Support :
* Serve as the first point of contact for phone inquiries and welcome visitors to the office.
* Manage the Info request email inbox, respond to inquiries, and ensure timely follow-ups.
* Handle document management, including electronic and physical filing, photocopying, and preparing materials such as binders.
* Reconcile invoices and purchase orders, obtain approvals, and resolve issues in collaboration with Accounts Payable.
* Manage all incoming and outgoing mail, including couriers and Canada Post services, and ensure distribution to appropriate People Leaders.
* Provide administrative support in coordination of trainings and events
* Maintain accurate and up-to-date administrative databases, including contact lists.
* First point of contact with Property Management for facility service requests
* Oversee the maintenance and purchase of general office supplies.
WHO YOUARE
Knowledge / Experience
* Post-Secondary degree / diploma in office administration or a minimum of three (3) years related work experience, including, but not limited to general office tasks and Human Resources and Finance administrative support
Skills / Abilities
* High level of technological proficiency in computer applications for database management system, word processing and presentation, e.g. MS Office Suite : Excel, Word, PowerPoint, Outlook, job posting on WordPress and other job post websites
* Excellent written communication skills in English to prepare internal and external documentation
* Ability to build and maintain positive work relationships with teams in a collaborative manner
* Excellent interpersonal, customer service orientation, and oral communication skills to be able to effectively communicate to a wide range of individuals, in person, virtually and by phone
* Excellent work planning and organizational skills to manage and prioritize multiple and wide range of assignments with competing and tight deadlines
* Demonstrated use of core competencies in :
* Attention to Quality – pay attention to quality of work, plan activities carefully and notice gaps and correct them without having to be told.
* Interpersonal Sensitivity—notice others’ poorly expressed thoughts, concerns or feelings, and probe beneath the surface, inviting further conversations, seeking out facts, reiterating what they have heard and waiting to draw conclusions until they are sure they understand.
* Flexibility—explore various options around problem solving and managing difficult situations.
Nice to Haves
* Ability to speak French is an asset.
* Experience in the non-profit, social services sector.
APPLY
Thank you for your interest in working with Springboard.
Completion of satisfactory professional references, police clearance, and proof of education are all requirements for employment.
The Deadline for Applications is Until Filled
No phone calls please. Only those selected for an interview will be contacted.
We value the unique skills and experiences each individual brings to the organization and we are committed to creating and maintaining an inclusive and accessible environment for everyone. Applications are encouraged from those who reflect the diversity of our community and we will work with you to provide a positive recruitment experience. Please let us know if you require accommodation during the recruitment and selection process.
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