Administration and Program

Mennonite Coalition for Refugee Support
Term (Duration): 

Mennonite Coalition for Refugee Support is a charitable organization focused on bringing support to people seeking asylum in Canada through the refugee claim process. We are funded through the generosity of foundations and donors (individual, corporate and faith-based organizations), as well as fundraising events.
Our mission is to welcome and support refugee claimants in our community. We do this through four pathways:
- Providing assistance with the refugee claim process
- Accessing a network of settlement support
- Building communities of mutual support
- Advocating for a fair and just environment for refugees in Canada
Our vision is that refugees in Waterloo Region experience welcome, compassion, inclusion, and justice.

OBJECTIVES: This position functions as the hub of the organization, supporting an amazing team that works together to meet the needs of some of the most vulnerable people.
- To extend a dignifying context of welcome, compassion, inclusion and justice to refugee claimants
- To ensure the effective and efficient day-to-day operation of the office
- To support the work of management, staff, interns and volunteers
- To provide leadership and support for various programs and events

ROLE RESPONSIBILITIES: This is a multifaceted role that is designed for people who have extraordinary ability to manage various types of administrative and program responsibilities and who like variety in the application of their skill set. Major categories and the average allocation of time devoted to each is shared to give a clear sense of the kinds of tasks required and the overall time needed for each of them:

Reception - 5%
- Answer general phone inquiries using a professional and courteous manner
- Direct phone inquiries to the appropriate staff members
- Reply to general information requests with the accurate information
- Greet clients/suppliers/visitors to the organization in a professional and friendly manner

General Administration and Clerical Duties - 30%
- Develop, implement and administer office systems and procedures
- Prepare meeting agendas, record minutes, gather and distribute supporting materials, and maintain organized files of the same
- Provide clerical and administrative support to management and other staff
- Maintain filing and data management systems including back-up of electronic files using proper procedures
- Read/route/process incoming calls, mail and email and process outgoing
- Maintain office supply inventory
- Vendor and staff expense payment preparation and documentation
- Coordinate maintenance and support of office equipment, phones and IT
- Support the development and implementation of the MCRS communications strategy
- Actively participate in organizational strategic and operational planning sessions
- Coordinate and organize meetings including venue bookings, catering requirements, room and equipment set-up, and any other meeting requirements
- Receive and process organizational feedback
- General facility cleaning and maintenance

Event Support - 15%
- Coordinate organizational and partnership events: AGM, Summer Picnic, Christmas Party, Student Placement Fairs, Coalition meetings, Community Christmas Hamper programs, Welcome and Support Kit programs, World Refugee Day (WRD) events
- Coordinate and organize meetings including venue bookings, catering requirements, room and equipment set-up, and other meeting requirements
- Provide administrative, clerical and implementation support for fundraising events.
Program Coordination and Support - 40%
- Oversee the volunteer program using the established infrastructure
- Provide administrative support to other MCRS programs

HR Duties - 10%
- Maintain personnel records and basic document support
- Manage the Health and Safety program for all personnel
- Assist with recruitment and interviewing for student intern positions
- Assist in training, scheduling and distributing work of students, casual or temporary staff

- Fully Bilingual: Proficient English and Spanish written and verbal skills
- Strong administrative background
- Volunteer coordination training and/or experience an asset
- Comfortable working in a diverse, multifaith and multicultural context
- Natural, proactive leader who functions as central point of contact for personnel
- Can work independently and collaboratively with different teams
- Grant research and preparation

General skills
- Strong appreciation for human and organizational systems
- Basic understanding of case management and client scheduling is helpful
- Excellent understanding of quality client and donor service
- Proficient in Microsoft Office, multiple online social and database platforms
- Takes initiative for problem solving
- Well-developed organization and time management skills

Contextual Skills
- Personable and warm engagement of others
- Experience working with vulnerable populations
- Familiar with trauma-informed procedures and practices
- Ability to work in a fluid and active environment

- Completion of a post-secondary degree or diploma or employment experience equivalency
- Volunteer management diploma an asset but not required

- Prior experience in not-for-profit and charitable organizations a strong asset
- Valid drivers license
- Vulnerable Sector Screening

- Start date: July 29, 2019
- Hours: This is a part-time 30 hours/week position; regular hours are Monday to Friday; actual times to be negotiated with successful candidate
- Rate of remuneration: This is a salaried position. Range $29,000 - $31,000 per annum. Actual will be contingent on experience
- Variations: Successful candidates must be available for occasional evening and weekend hours to support and/or attend organizational events and activities

- Reports directly to, and will be evaluated by, the MCRS Executive Director
- Evaluation will be aligned with core competencies and outcomes relative to this job description

- Orientation to the work of MCRS and relevant MCRS HR policies and procedures will be provided
- Other professional development opportunities as appropriate and approved by the Executive Director

Date Posted: 
Tue, Jul 2 2019
Job Location: 
How to Apply: 

Please contact person: Shelley Campagnola, Executive Director Date of description:


Fri, Jul 19 2019
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