POSITION: Bilingual Office Coordinator
STATUS: Full-Time, Permanent
REPORTS TO: Operations and Privacy Officer
SALARY RANGE: $53,575 – $66,434
The Dementia Society of Ottawa and Renfrew County (DSORC) is a not-for-profit charitable organization that was founded in 1980. DSORC helps people in Ottawa and Renfrew County impacted by dementia by providing guidance and support, social programs, peer engagement, education, information and resources. We serve more than 20,000 people each year within the geographic area of the City of Ottawa and Renfrew County.
JOB SUMMARY
Reporting to the Operations and Privacy Officer (OPO), the Office Coordinator plays a crucial role in ensuring the efficient day-to-day functioning of DSORC. This role supports various operational areas, including governance, human resources, digital systems, and vendor coordination. The Office Coordinator works closely with the OPO and Administrative Associate and is expected to take initiative, be detail-oriented, and provide support with administrative tasks and basic technology needs.
This is a hybrid position, with a requirement to work a minimum of three days per week in-office for tasks such as technical setups, vendor coordination, and front-line operations.
WORK ENVIRONMENT
- Hybrid role, with a minimum of three days per week in the Ottawa office.
- Standard working hours are 9:00 AM to 5:00 PM with a 30-minute lunch break (subject to supervisor agreement).
RESPONSIBILITIES
Board and Governance Support
In collaboration with the Operations and Privacy Officer and support from the Administration Associate as appropriate:
- Maintain the Board and Committee calendar and update meeting links.
- Assist with the Board Intentions Survey, Board Evaluation Survey, Skills Matrix, and all other required documentation.
- Support the preparation and recording of Board meeting minutes and packages.
Human Resources Support
In collaboration with the Operations and Privacy Officer:
- Assist with staff-wide annual evaluation processes.
- Support job postings, reference checks, interview scheduling, and recordkeeping.
- File updated job descriptions in employee files.
- Ensure that the employee tracker, and all employee files are up to date
Independently:
- Conduct onboarding orientations for new employees.
- Support onboarding/offboarding processes using established checklists.
- Maintain and update the Employee Handbook.
- Update employee emergency contact information and organizational chart.
Technical and Systems Coordination
- Provide first-line technical support to staff.
- Act as the primary liaison with DSORC’s IT service provider.
- Assist with the rollout of new software and tools across the organization.
- Maintain and update DSORC’s internal data dashboard.
- Review and approve IT service provider invoices.
Vendor and Facilities Coordination
- Liaise with vendors, including landlord and service providers, to coordinate support services.
- Monitor and coordinate office-related needs in collaboration with the Administrative Associate.
- Support general day-to-day office operations and logistics.
Experience:
- Minimum 2-3 years of experience in an administrative, operational, or HR support role, preferably in a non-profit or service-based environment.
- Experience coordinating and supporting board governance and HR processes is an asset.
- Strong technical skills, with experience using office software (e.g., Microsoft Office Suite) and familiarity with project management or database systems.
- Proven experience in vendor management and coordinating external service providers.
- Ability to handle confidential and sensitive information with discretion and professionalism.
- Strong organizational skills with the ability to multitask and prioritize effectively.
- Excellent communication skills, both written and verbal, with the ability to engage and collaborate with internal and external stakeholders.
- Attention to detail and problem-solving skills.
- Demonstrated good judgement and high integrity.
- Bilingualism in both official languages.
