Job Description: Office Administrator

Summary of Position:

The Office Administrator works closely with the Manager of Office Administration to ensure the efficient day to day operation within VOMC, helping maintain organizational systems while supporting Ministry policy and procedures.

All duties are to be executed following the Mission's stated mission, purposes, and values.

Supervisor: Manager of Office Administration - (MOA)

Duties:

Administrative:  35 %

  • Assist in answering incoming calls - answering basic questions pertaining to donations, assisting constituents with online store ordering and forwarding inquries to appropriate departments.
  • Responsible for the formatting and preparing monthly thank you letter mailings.
  • Ensure that Foreign and Bulk mailings are completed every month.

Database / Computer Responsibilities and Functions: 45 %

  • Data entry and maintenance to include new subscriptions, address changes, returned mail etc.
  • Database clean up – contributing to consistency to the donor files and ensuring that appropriate security measures are taken for PCI Compliance.
  • Ensure that monthly reports (lapsed donors, donors to be removed etc.) are completed according to their schedule or upon request.
  • Process phone in donations and book orders.
  • Posting of batches and deposits, organizing and filing batches.
  • Run production for book orders and tax receipts

Inventory / Warehouse (Books & Resources): 15 %

  • Ensure accuracy of orders received from suppliers.
  • Accurately filling VOM’s constituent’s book and resource orders by picking, packing, mailing and shipping in a timely manner.
  • Distribution room – upkeep and re-stocking of shelves.
  • Printing and maintaining a stock of printed resources.
  • Prepare, print, pack and ship books and resources to Volunteers, events and conferences.

Other Duties:  5 %

  • The MOA may assign othe duties depending on the needs with the mission.

Specific Ministry Considerations:

The Office Administrator, by nature of this position, has significant Interaction with VOMC staff, constituents, Canadian Christians, international partners and guests, as well as Christians who have been persecuted for their faith. Therefore, the acknowledgement of VOMC’s Statement of Faith and Statement of Calling-Belief-Lifestye is essential. Further to that, the Office Administrator agrees to not knowingly engage in activities that would compromise or discredit The Voice of the Martyrs Canada which could cause irreversible damage to this mission’s ministry reputation both domestically and internationally as well as seriously harm its financial position.

At the time of the Employee Review, the Statement of Faith and Statement of Calling-Belief-Lifestyle will be reviewed, and the employee’s commitment to not compromising or discrediting this Mission will be renewed.  

Qualifications:

  • Post-secondary education in Business Administration or related discipline or equivalent work experience
  • Skillful and experienced with database software programs
  • Strong troubleshooting ability
  • Accuracy and efficiency in recording data
  • Multi-tasking in a team-oriented environment
  • Excellent Microsoft Office skills
  • Clerical expertise with a high level of attention to detail
  • Strong organizational and communication skills (both written and interpersonal)
  • Excellent customer service skills
  • Highly motivated and self starter
  • Must be a team player with experience in providing excellent customer service both internally and externally