Admin and Internal Communications Manager

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description

Position Purpose summary:

The Admin and Internal Communications Manager supports the Ministry Unit by providing high-level oversight of internal communications and direct supervision to all Admin Assistants and Admin & Finance Coordinator.

RESPONSIBILITIES And Accountabilities

• Serves as a member of the Management Team for OC3.
• Working in cooperation with THQ IT department, oversees all administrative procedures and practices and IT-coordination matters for the MU.
• Coordinates administrative work and processes for three locations.
• Works with the Property Coordinator to assess electronic security monitoring needs, secures vendor quotes, and make recommendations for upgrades/replacements to the Management Team, as needed.
• Supports the Missional Thrift Stores both with their POS systems and LBoss tagging stations.
• Creates and manages internal communication practices (paper and electronic) that serve the MU and its mission partners effectively, contributing to strong mission impact and ensuring ready connectivity between the MU’s three mission sites and all mission partners.
• Promotes the MU’s maximization of on-line communication resources (i.e., Teams, Outlook, SharePoint) and supports the end-users.
• Working with the Director’s Team and Management Team, develops ongoing IT training plans for the MU.
• Ensures training tools offered by THQ are utilized effectively.
• Supplements these training offerings with local, hands-on training/coaching and general support.
• Reviews formal grant applications (internal and external) and completing follow-up reporting requirements, as directed by the Operations Director.
• Provides support with financial statements and General Ledger monitoring and other basic accounting requests in the absence of the Admin & Finance Coordinator as well as provides review and assistance with escalated questions.
• Responsible for tracking warranty, software uploading, and basic maintenance of all laptops, printers, cell phones for the MU.
• Arranges for the replacement of IT/Communications equipment, as required by mission partners, in accordance with internal IT policies and procedures.
• Oversees timely submission of ‘Requests for User Provisioning’ forms for all mission partners.
• Continually assesses phone services for the MU, seeks vendor quotes when needed, and makes recommendations for upgrades/replacements to the Management Team in a timely manner.
• Coordinates drafting and distribution of a regular OC3 newsletter that fosters strong information-sharing, general reporting and enhanced encouragement/support across the three MU sites.
• Supports the Director’s Team and Management Team by co-coordinating planning for inter-site meetings and/or training events, as recommended by leadership.
• Supports MU-wide on-boarding/training on internal computer programs (Link2Feed, SAMIS, Shelby, etc.) to support optimum mission effectiveness.
• Supports the MUs transition to new internal IT programs being introduced as part of Accelerate25. (i.e., Workday, Salesforce).
• Responsible for the direct recruitment, on-boarding, training, supervision, performance management, discipline and termination of 3 Administrative Assistants and Admin & Finance Coordinator for three ministry sites.
• Meets with each incumbent on a regular basis to discuss responsibilities and concerns and collaboratively identify solutions that will ensure ongoing mission effectiveness.
• Assumes responsibility for conducting PEAC review (performance evaluation and coaching for direct reports.
• Provides in-scope functional advice to mission partners on Administrative and IT/Internal Communication matters.
• Contributes to the development of MU annual budgets by identifying upcoming computer/phone equipment needs (i.e., warranty tracking) and other office inventory and equipment.
• Supports the Property Coordinator in maintaining a current inventory of all communications/IT equipment.
• Works with Mission partners, community, and partners to continually create and develop best practices and new initiatives that achieve excellence in communication across the entire ministry unit.
  
  

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils: Management Team

Internal

• OC3 – all mission partners on IT issues and training needs
• Direct supervision/oversight of 3 Administrative Assistants and Admin/Finance Coordinator
• Divisional Headquarters – Divisional Secretary, Area Commander
• Territorial Headquarters – IT Advisors, Service Desk, IT Trainers
  
  

External

• Vendors – electronic video surveillance & retail equipment (Secure Retail), general public, contractors, suppliers.
  
  

Managerial Responsibility

• Reports directly to Operations Director
• Direct reports: 3 Administrative Assistants and Admin/Finance Coordinator
• Provides in-scope functional advice to all supervisors/managers on IT and internal communication matters.
• Provides in-scope functional advice to mission partners on IT and internal communication matters.
  
  

Financial And Materials Management

• Moderate material responsibility (access to private and confidential information, office equipment and inventory, etc.)
• Coordinates and oversees some purchases/procurements for the MU
• Contributes to budget development pertaining to own job.
• Regular responsibility for minor financial matters.
  
  

May be authorized to handle small amounts of cash or a credit card.

Working Conditions

• Serves in a church office environment.
• The location of work may create a possibility of experiencing the following disagreeable conditions:
• people with challenging behaviour,
• verbal abuse,
• minor risk of harm, injury, illness due to physical attacks from others and/or exposure to infectious diseases.
• Travel between sites is a regular requirement.
  

The above responsibilities must be performed in keeping with The Salvation Army’s Mission, Vision and Values, in a professional manner, upholding our code of conduct.

Education And Experience Qualifications

Education, Qualifications and Certifications:

• Completion of a formal College/University program of two academic years in a relevant field of study is required (Business Administration, Office Administration, Finance, etc.).
• Alternate combination of education and experience may be considered.
  
  

Experience And Skilled Knowledge Requirements

• A minimum of 5 years of related admin experience including at least 2 years of experience in Internal Communications.
  
  

Skills And Capabilities

• Supports the mission, vision, values, and culture of The Salvation Army.
• Able to work in a consultative, diplomatic and tactful manner.
• Able to work cooperatively and effectively with staff and vendors.
• Problem solving and analytical skills.
• Good oral/written communication skills.
• Proven trainer competencies.
• Adaptability/Innovation.
• Effective organizational and time management skills – self-motivated and disciplined self-starter.
• Ability and willingness to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check screening.
  
  

Compensation

The target hiring range for this position is $54,814.39 to $68,517.99 with a maximum of $82,221.59.

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email [email protected] if you have a need for any accommodation and we will be pleased to discuss this with you.