Office Administrator

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Office Administrator

Permanent Full-time, unionized

Interval House of Ottawa is committed to building a diverse workplace. We encourage candidates to self-identify as members of equity deserving groups such as members of the BIPOC community, 2SLGBTQ+ community and/or people with disabilities. Please let us know if you require accommodation(s) at any stage of the application process.

Interval House of Ottawa is a 30-bed emergency shelter for those fleeing Violence Against Women/Gender-Based Violence and their dependents, and is the only shelter in Ottawa that provides on-site housing for their pets.

WHAT WE OFFER

Why work with Interval House of Ottawa? Aside from meaningful work in a supportive environment, IHO offers a generous compensation package for most employees, including:

• 3 weeks of vacation to start
• 10 sick days
• 5 mental health days
• Personal emergency leave
• 100% employer paid health benefits
• RRSP program with employer contributions
• Parental leave top up
• Training and development opportunities throughout the year

POSITION SUMMARY

Under the supervision of the Executive Director and participating as part of the Administrative team, the Office Administrator is responsible for the maintenance of electronic personnel files, preparing HR correspondence, and the development and implementation of programs and procedures related to the office and personnel of Interval House of Ottawa. All candidates must demonstrate the ability to work within the values and basic beliefs of Interval House of Ottawa with a commitment to intersectional feminist principles.

PRINCIPAL RESPONSIBILITIES AND DUTIES

• Administration
• Prepare, key in, edit and proofread correspondence, presentations, policies, brochures, publications, reports and related material from electronic and handwritten copy
• Open and distribute incoming regular and electronic mail and other material and coordinate the flow of information internally
• Answer the business telephone and e-mail inquiries and relay telephone calls and messages
• Set up and maintain manual and electronic filing systems
• Establish and coordinate administrative procedures for IHO
• Prepare agendas and make arrangements for meetings of the Executive Director, committees, the Board of Directors, and others including staff meetings
• Take and distribute minutes of staff meetings
• Coordinate and plan for all office services and inventory including equipment, supplies and forms
• Conduct research, compile data and prepare reports for consideration and presentation by the Executive Director
• Maintain and update the policies and procedures manuals
• Carry out minor repairs to office equipment
• Arrange travel schedules and make reservations as required
• Provide support for the development and implementation of new projects and programs
• Prepare and process payroll as back up to the finance administrator

• Human Resources Administration
• In collaboration with management, prepare HR correspondence including contracts, offers of employment, salary change letters, confirmations of employment, etc.
• Prepare for general onboarding of new employees, including set up prior to the first day of work (preparing keys, email address, computer, etc.), assigning training, and ensuring all essential documentation is received
• Update employee information including electronic personnel files, employment records, and staff tracking databases
• Maintain the database of employee trainings, certificates, and other time-sensitive data, coordinating with Program managers when re-certifications are due
• Support with onboarding, training and supporting volunteers at IHO.

• Board of Directors
• Collaborate with Executive Director to ensure corporate documents are kept up to date and that the Charities Directorate, and funders are informed in writing of any changes to Bylaws, Mission/Objects, etc.
• Maintain an accurate list of members of the Board of Directors and committees of the Board
• Assist in preparing agendas for approval by the Executive Committee of the Board
• Store minutes of the Board of Directors
• Assist the Executive Director and Board of Directors with the planning of the Annual General Meeting
• Assist the Executive Director and Board of Directors with Board recruitment and orientation
• Prepare and distribute notices and minutes of the Annual General Meeting
• Ensure maintenance of a complete list of corporation members

• Purchase supplies for IHO
• Liaise with external companies for the purchase of office supplies within the approved budget
• Coordinate the shipping and receiving of office supplies
• Pick up urgent supplies and equipment as needed
• Assist in developing the office administration budget in collaboration with the Executive Director and Finance Manager
• Monitor and develop projections (in collaboration with the Executive Director) for the office administration budget and recommend adjustments as necessary

• Ensure coordination of policy and service
• Work collaboratively with team members to ensure the good functioning of all office equipment
• Respond to all verbal and written requests related to office administration in a professional and timely manner
• Participate as an IHO team member at internal and external meetings
• Collaborate with IHO team members in developing strategies for the smooth running of the house
• Create and maintain general and program specific forms and documents
• In consultation with the Executive Director, regularly plan for preventative maintenance of office equipment and make recommendations
• Contribute to the list of minor capital wishes and coordinate the purchase of those items/services when monies become available

• Ensure training and development
• Organize training, support and supervision to students, volunteers and new staff as required

• Donations and fundraising
• Schedule deliveries of in-kind donations in collaboration with the Community Engagment and Volunteer Coordinator
• Support fundraising activities including preparation of fundraising mail outs and attend events as to offer organizational support as needed.

• Building services and security
• Ensure the general cleanliness of IHO
• Be aware of and follow emergency and fire safety procedures and standards
• Ensure that any house maintenance or equipment problems are brought to the attention of the Nutrition and Facilities Coordinator
• Support the Nutrition and Facilities Coordinator with scheduling repairs and maintenance work and obtaining quotes for major repairs.
• Handle any emergency situation in accordance with policies and procedures

• Perform other related duties as assigned

All IHO employees have some fundamental responsibilities that go beyond the confines of their occupations. These include:

• Ensuring that the commitment to diversity is understood and respected. This includes race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, record of offences, marital status, family status, or disability
• Maintaining up-to-date professional skills and knowledge through formal and informal training
• Acting as an “ambassador” for IHO within and outside the organization by creating an awareness of IHO programs and promoting services offered
• Compliance with all mandated legal/regulatory requirements related to working at IHO (Employment Standards Act, Occupational Health and Safety, standards of professional conduct)
• Maintaining awareness of and compliance with IHO policies and procedures
• Maintaining awareness of and compliance with funder requirements, policies, procedures and regulations
• Attending/chairing team and staff meetings as required

EDUCATION & EXPERIENCE

• Post-secondary education, preferably in an administrative field or equivalent in experience, education, and training
• Proven organizational skills
• Proven ability to work independently and within a team approach
• Strong communication skills
• Multitasking abilities
• Knowledge of Violence Against Women/Gender-Based Violence issues is an asset
• Advanced computer skills, including demonstrated proficiency in Microsoft Office 365 (specifically Excel, Word, PowerPoint, Publisher, Forms)
• High level of attention to detail
• Ability to communicate fluently in spoken and written English. Ability to communicate in other languages is an asset

OTHER REQUIREMENTS

• As a condition of employment, all employees must have and provide proof of full COVID-19 immunization. Where a person is unable to vaccinate for human rights protected reasons, an accommodation may be provided
• Must have access to a vehicle and a valid driver’s license and insurance ($2 million liability)

COMPENSATION & HOURS

In addition to the compensation package mentioned above, this position offers:

• Salary $54,000
• 35 hours per week
• Primary hours of work are daytime, Monday to Friday
• Must be available to work occasional evenings and weekends

Please submit your resume and cover letter by 11:59 pm on March 31, 2026. Only candidates selected for an interview will be contacted.

All applications will be reviewed by Interval House of Ottawa administrative team. AI is not used in the processing of applications.

Job Type: Full-time

Pay: $54,000.00 per year

Benefits:

• Casual dress
• Dental care
• Extended health care
• Life insurance
• Mileage reimbursement
• On-site parking
• Paid time off
• RRSP match
• Vision care

Application question(s):

• Do you have a valid license and access to vehicle?

Experience:

• Administrative: 3 years (required)

Work Location: In person