[sust-mar] Organizing Assistant, f/t, Council of Canadians, Halifax, Nova Scotia

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JOB POSTING
http://GoodWork.ca/980043

Position: Organizing Assistant (Halifax)
Organization: Council of Canadians
Location: Halifax, Nova Scotia

Full-time permanent position
Closing on April 1, 2016

The Council of Canadians is Canada’s leading social action organization, with 100,000 supporters, 65 active chapters, a national office in Ottawa and four regional offices. Through our campaigns we advocate for clean water, fair trade, green energy, public health care and a vibrant democracy. The Council is looking for its next Organizing Assistant for our Regional Office in Halifax.

Under the direction of the Political Director and working in close collaboration with the Regional Organizer and other members of the Organizing team, the Organizing Assistant is responsible for providing regional administrative support to the Regional Organizer and the chapters, to ensure the administrative aspects of the Organizing team meets the needs of the Council of Canadians and ensures the effective and efficient functioning of the offices and chapters. As well the Organizing Assistant provides back up support to other members of the Organizing team occasionally, and to other teams, as assigned by the Political Director. Full job description at the end of the posting.

The Organizing Assistant will:
• Provide administrative support to The Council’s office in Halifax;
• support the implementation of planned organizing activities;
• monitor chapter activities (e.g., notices of public forums, news clippings);
• collaborate with other members of the Political Team to ensure all work is effectively planned and implemented;
• reply to information requests and correspondence related to the work of the office, such as inquiries about chapters, inquiries from chapters, requests from other offices, etc.;
• prepare invoices, credit card reconciliation and monthly expense forms for the organizer and/or themselves, manages purchase orders, assists with membership rebates, event funding and travel subsidies to chapters;
• make travel & accommodation arrangements for organizers;
• ensure office is functional; keeps records and communicates with service suppliers, resolves problems with service or equipment, replenishes supplies;
• develop and maintains filed records of chapter paperwork (e.g., current contacts and other chapter members), ensures that this information is up to date, works to ensure that annual reporting by chapters is submitted to meet deadlines;
• monitor office spending in relation to approved budget;
• collaborate with other Council staff to ensure the effective and efficient functioning of the National Office.

The qualifications for this position are:
• Commitment to the Council’s values, vision and direction;
• a minimum of 1 year experience in administration/administrative systems;
• knowledge and experience in assisting with constituency building (organizing, mobilizing, motivating individuals and groups) and in supporting events and actions;
• computer skills including familiarity with word processing, spreadsheet, Internet, communications and database software
• a basic knowledge of current national economic, social and political issues;
• ability to organize/prioritize a multi-task workload, take initiative and be flexible;
• strong interpersonal skills, including the exercising of tact, discretion and judgement at all times;
• excellent communications skills, both oral and written
• capacity to work in a self-directed manner and demonstrated ability to work well within a team setting.
• The Ideal candidate will have fluency in both official languages of Canada

The Council of Canadians is an equal opportunity employer. This is a full-time permanent position of 35 hours per week and is based in Halifax, NS. We offer a unionized environment, a pay scale of $48,484 per year, excellent benefits and the chance to make a difference!

APPLICATIONS:

Send your resume by 5:00 PM on April 1, 2016 to: 
hr at canadians.org 
Quote competition # CoC-2016-03 Organizing Assistant Regional Office (Halifax) on application. Please consider month and year when writing dates of volunteer and work history in your resume.

We appreciate all applications but only candidates selected for interviews will be contacted. You can check the status of the recruitment process on our website at http://canadians.org/jobs

Position Description

Position Title: Organizing Assistant (Regional)
Classification: 2
Location: Regional Office (Halifax)

Reporting Relationships

Reports To: Political Director
Supervises: Casual staff/volunteers as needed

SUMMARY

Under the direction of the Political Director and working in close collaboration with the Regional Organizer and other members of the Organizing team, the Organizing Assistant (Regional) is responsible for providing regional administrative support to the Regional Organizer and the chapters, to ensure the administrative aspects of the Organizing team meets the needs of the Council of Canadians and ensures the effective and efficient functioning of the offices and chapters.As well the Organizing Assistant provides back up support to other members of the Organizing team occasionally , and to other teams, as assigned by the Political Director.

MAJOR RESPONSIBILITIES

1. Provides administrative support (45%)
• prepares invoices, credit card reconciliation and monthly expense forms for the organizer and/or themselves, manages purchase orders, assists with membership rebates, event funding and travel subsidies to chapters, makes/confirms travel and accommodation arrangements for organizers as appropriate, and provides general administrative assistance;
• maintains control of office petty cash, reports spending on regular basis suitable for annual audit needs;
• ensures office is functional; keeps records and communicates with service suppliers, resolves problems with service or equipment, replenishes supplies;
• develops and maintains filed records of chapter paperwork (eg, current contacts and other chapter members), ensures that this information is up to date, works to ensure that annual reporting by chapters is submitted to meet deadlines;
• monitors office spending in relation to approved budget;
• keeps the office presentable to receive guests, members, media, etc.;

2. Provides political support (40%)
• replies to information requests and correspondence related to the work of the office, such as inquiries about chapters, inquiries from chapters, requests from other offices, etc.;
• supports the planning and implementation of organizing activities (eg, AGM chapter caucus, workshops, regional meetings, days of action and popular education events), including helping with logistical elements, working with event staff/volunteers, registration, minute taking, etc.;
• monitors chapter activities (eg, notices of public forums, news clippings);
• responds to and distributes incoming correspondence related to the office and chapters;
• orders Council of Canadians materials, publications, and swag for distribution;
• participates in the discussions which develop the annual operational plan and budget;
• monitors Council and chairperson web-calendar, forwards those dates when appropriate;
• attends meetings, tables at events, directly assists chapters when appropriate;
• supports the work of the organizer as per operational plan needs;
• performs all similar and related duties;

3. Collaborates with other members of the Organizing Team to ensure all work is effectively planned and implemented (10%)
• participates in regular organizing team meetings as schedule permits;
• works to resolve operational issues and assists harmonious relations among team members;
• participates when appropriate in regular joint work planning and work plan review sessions and annual performance evaluations;
• stays in regular contact with the organizer and the political team director through regular e-mail and phone contact (can include weekly reports);
• inputs to regular reports from the team to the executive director and the rest of the organization as required;

4. Collaborates with other Council staff to ensure the effective and efficient functioning of the Ottawa office (5%)
• contributes to the development of plans and strategies and the resolution of operational issues together with other teams;
• participates in general staff meetings as schedule permits.

POSITION QUALIFICATIONS: 

The minimum qualifications required for this position are:
• Commitment to the Council’s values, vision and direction;
• A minimum of 1 year’s experience in administration/administrative systems;
• Knowledge and experience in assisting with constituency building (organizing, mobilizing, motivating individuals and groups) and in supporting events and actions;
• Computer skills including familiarity with word processing, spreadsheet, Internet, communications and database software
• A basic knowledge of current national economic, social and political issues;
• Ability to organize/prioritize a multi-task workload, take initiative and be flexible;
• Strong interpersonal skills, including the exercising of tact, discretion and judgement at all times;
• Excellent communications skills, both oral and written
• Capacity to work in a self-directed manner and demonstrated ability to work well within a team setting;
• The Ideal candidate will have fluency in both official languages of Canada

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Posting ID: 34008

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