Shelter Administrative Coordinator

Job Responsibility:

Title: Shelter Administrative Coordinator

Reports: Program Manager, Shelter Services

Department: Shelter Services

Hours of Work: Full-time (10:00 am to 6:30 pm Monday through Friday)

JOB SUMMARY

Reporting to the Program Manager, Shelter, the Shelter Administrative Coordinator provides staffing and management support to all shelter employees. The Shelter Administrative Coordinator ensures that all actions work to further the MSP Strategic Plan and to make measurable performance improvements in the areas of Housing First, de-escalation, trauma informed practice, harm reduction, and person centred service.

The Coordinator's primary work involves recruitment, onboarding and training for new shelter staff as well as testing and acting on policy fidelity controls towards consistent, effective approach in shelter. This is a key position in the organisation as MSP continues to move towards Shelter being the primary hiring and training program for the entire organisation.

The role's administrative responsibilities also include payroll, timecard approvals, policy administration and compliance etc. review of RL6 events, and ongoing restriction review.

KEY RESPONSIBILITIES

Hiring, onboarding and training.

• Identify candidates for hiring, complete initial screening and schedule interviews.
• Assist in employee on-boarding and scheduling of training.
• Communicate organization updates with employees on a regular basis, answer queries and provide information as needed.
• Monitor ongoing work, identify problems and make recommendations for continuous improvements of procedures and policies
• Responsible for employee performance management; keeping the Program Manager up-to-date on staff performance

Administrative Tasks

• Complete administrative tasks including but not limited to HIFIS & RL6 Admin, board reports, video review, workplace health and safety audits/ inspections, indefinite restriction reviews, scheduling and staffing updates, swipe card management, complete timesheets for payroll processing in a timely manner, time off request management, maintenance and hippo requests.
• Ensure shelter supplies are kept in stock, oversee the ordering process
• Collect and report all monthly statistical information, MIS stats and other program related stats;
• Reports stats in a timely and accurate manner

Ongoing Management

Support the Manager with the following

• Shelter staff and volunteer oversight in day-to-day duties
• Policy and procedure development and implementation
• Policy and procedure adherence
• Researching and developing new initiatives according to participant directed priorities
• Participate in multidisciplinary team meetings, providing relevant participant information

. Oversee time management and payroll for shelter services

• Ensure employees follow safe work practices and MSP standard operating procedures
• Lead team debrief after incidents
• Addressing community member complaints or concerns

• Provide coverage when needed
• Support crisis prevention and intervention as needed
• Attend and plan mandatory staff meeting, workshops and training sessions
• Communicate on a regular basis with the Program Manger on any staffing / scheduling issues or concerns

QUALIFICATIONS

Two years experience in human services, preferably working with adults challenged by homelessness, mental illness and/or chemical dependency

• Relevant post-secondary education is considered an asset.
• Experience in a management, human resources or administrative role.
• Proficient computer literacy
• Ability to communicate and work effectively with staff from various backgrounds and disciplines.
• Excellent organizational and time management skills
• Ability to work with a client-centred care philosophy
• Ability to assess crisis and work in a crisis situation
• Ability to understand and comply with PHIA regulations
• Excellent communication skills, both verbal and written, and excellent listening skills
• Ability to communicate and work effectively in a multidisciplinary team
• Subscribe to philosophy of cooperation and continuity across programs, and of consideration and respect for participants
• Knowledge of Indigenous culture
• Knowledge of the effects of poverty and the determinants of health
• Ability to work effectively with participants displaying unpleasant and/or aggressive behaviour
• Demonstrated ability to apply Harm Reduction and Housing First philosophies in their day to day support of participants
• Ability to work flexible hours to meet program needs.

CONDITIONS OF EMPLOYMENT

Employees must present a current Criminal Record and Vulnerable Sector Search Certificate for employment at MSP. The employee is responsible for any service charges incurred.

• Valid CPR & Basic First Aid
• Non-violent Crisis Intervention and mental health first aid training is considered an asset.

KEY COMPETENCIES

Ability to embody Main Street Project's Core Values:

• Reducing Harm
• Truth and Reconciliation
• Anti-Oppression
• Trauma-Informed

Core competencies

• Collaboration*
• Innovation*
• Service Excellence*
• Results Oriented/ Accountable
• Analytical Approach
• Planning

• Problem Solving
• Decision Making
• Verbal Communication
• Visionary
• Written Communication
• Corporate Alignment
• Developing Others
• Inspires Others
• Managed Risk Taking
• Negotiation
• Developing External Relationships
• Crisis Management

Main Street Project recognizes the importance of building a workforce that is reflective of the community it serves, where culture, language and perspectives drive a high standard of care and service. Therefore, preference will be given to Indigenous people and those who reflect the people/population we serve. Applicants are asked to self-declare in their cover letter along with describing how they meet the above qualifications.

We thank all applicants but only those selected for an interview will be contacted.