JOB CLASSIFICATION:Business Operations Assistant

PROGRAM/DEPARTMENT:Business Operations

COMPANY:Skills for Change

LOCATION:791 St. Clair Avenue West, Toronto, ON

CONTRACT TYPE:Contract (Union)

HOURS:35 hours per week (Monday-Friday)

PAY RATE:$23.00 per hour

REPORTS TO: Associate Director, Business Operations

START DATE: Immediately

END DATE: 1-Year Contract

COMPANY:

Located on the traditional territories of the Mississauga of the Credit, the Anishinaabeg, the Chippewa, Haudenosaunee, and the Wendat peoples, Skills for Change is working towards advancing the Sustainable Development Goals for the Greater Toronto and Hamilton Area. Named Charity Village's Best Non-Profit Employer - Diversity, Equity and Inclusion and winner of the 2021 Canada Volunteer Awards for innovation, our organization is committed to reducing poverty, improve mental health, eliminating gender-based violence, building community, eradicating systemic racism, and settling and creating sustainable communities for all immigrants, refugees, and underserved communities. Start your career with Skills for Change and join our 40-year history of creating innovative programming to build welcoming and equitable communities.

GENERAL ACCOUNTABILITY:

Founded in 1982, Skills for Change is a leading non-profit organization serving immigrants and refugees in Canada. Our mission is to build welcoming and equitable communities. Skills for Change is known for pioneering programs that respond to shifting immigration and workplace trends and lead to employment. We create skills development opportunities for immigrants and refugees to access and fully participate in the workplace and wider community. Our Agency has played a major role in uplifting immigrant and equity-seeking communities for 40 years. As one of the leading holistic service providers in our sector, Skills for Change offers more than 25 programs and services, and annually serves 16,000 people who are newcomers, immigrants, and equity-seeking groups in services around employment, integration, mental health, leadership, entrepreneurship, and more.

Skills for Change is working to:

  • Reduce poverty through decent jobs,

  • Settle newcomers to build a life in Canada,

  • Improve Mental Health and Wellbeing,

  • Build skills to promote increased labour market freedom,

  • Advocate for environmentally sustainable and healthy communities,

  • Combat social and professional isolation through mentorship and networking,

  • Help underserved seniors to make friends and be digitally safe,

  • Empower entire communities to work towards eradicating systemic racism,

  • Provide youth with equal access to opportunities,

  • Promote gender equality.

POSITION NATURE AND SCOPE:

  • Work with the Associate Director, Business Operations to ensure that the organization runs efficiently

  • Provide operational support to Skills for Change sites as a member of the Business Operations team

SPECIFIC ACCOUNTABILITIES:

Administration

  • Act as the one of the primary points of contact (in person or via a ticketing system) for Business Operations service requests from employees at all three sites

  • Monitor and respond quickly and effectively to requests received through ticketing system or requests over phone / email for all three sites.

  • Managing ordering requests for office / janitorial supplies including periodically coordinating with Customer Engagement Support staff at the St. Clair, Stockyards and Overlea locations for inventory updates on current stock

  • Maintain a current list of vendors, contractors, movers, etc. and coordinating with them for quotes and delivery of services

  • Assist with researching and documenting current practices, identifying gaps and recommending modifications to streamline processes; and drafting process documents for the Business Operations team based on recommended improvements

  • Support the Manager, Digital Transformation and the Associate Director, Business Operations with lab/classroom setup requests for training programs delivered either online or onsite

  • Support other activities of the Business Operations team as assigned

Facility

  • Identify, liaise and coordinate with vendors / contractors / movers on ongoing and future projects as well as tracking and reporting outcome/progress to Associate Director Business Operations

  • On-site contact for all handyman services including responsibility to ensure satisfactory completion of work

  • Maintains service logs of all leased and owned equipment including tracking maintenance on printers, HVAC, fire safety equipment, etc.

  • Check fire safety equipment regularly and update the Maintenance and Inspection Checklist

  • Maintain and update quarterly Skills for Change capital assets inventory such as furniture, equipment, technology, etc.

  • Oversee and maintain shared spaces including ensuring that furniture and equipment are clean and in good repair

  • Be familiar with internal and external storage spaces and coordinate the movement for furniture, technology and equipment onsite at 791 St. Clair Ave W and between Skills for Change offices

  • Conduct a sweep of the building and complete the full closure of facility at the close of the workday including performing fire watch and fire safety checks as required

Information Technology

  • Assist with onboarding and offboarding processes within the organization including liaising with the IT MSP to ensure smooth and seamless experience for employees, interns and volunteers.

  • Receive, distribute all IT (and other) hardware and accessories as part of the Onboarding/Offboarding process; maintaining detailed logs of receipt and distribution; including oversight of the Receipt / Return of Company Property process.

  • Liaise with the technical staff for the maintenance of leased office equipment like fax machine, photocopiers etc. for all three locations

  • Research pricing for IT products obtain and compare quotes, and make recommendations to Associate Director, Business Operations or as directed

QUALIFICATIONS, SKILLS, AND ATTRIBUTES:

  • Post-Secondary degree or diploma required in administration and/or related field

  • A minimum of 1 year experience providing administrative support

  • Ability to analyze and interpret applicable laws, rules, regulations, codes, guidelines and policies and procedures

  • Ability to travel offsite if and when required

  • Criminal reference check for vulnerable sector is required

  • Excellent communication skills, fluent in other languages would be an asset

  • Strong interpersonal, teamwork and customer service skills

  • Initiative, energy, and persistence in completing assignments

  • Adaptable with excellent problem-solving skills and a high level of resourcefulness

  • Touch typing, data entry, proficiency working in Windows, Google, and MS office applications required

  • Excellent organizational skills and ability to multitask effectively

  • Sensitivity to, and understanding of, issues of concern to the immigrants and refugees, youth, persons with a disability

PLEASE SEND YOUR APPLICATION TO: hr@skillsforchange.org

As part of our commitment to diversity & inclusion racial justice and reconciliation, Skills for Change encourages applications from those who identify as Black, Indigenous, LGBTQS+, Racialized and other under-represented communities. Skills for Change offers accommodation for applicants with disabilities in each stage of the hiring process. If you are contacted regarding a job opportunity, please advise if you require accommodation. This document is available in an alternate format on request.

We thank all applicants for their interest in this position however only those selected for an interview will be contacted.