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Office Manager with non-profit experience

Location: Kelowna
Category: Management
Type: Full Time
Pay: To be disclosed to short-listed candidates only
Hours: TBD


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Okanagan Staffing is seeking a full-time Office Manager with non-profit experience for the Central Okanagan Teachers’ Association for a January 2023 start.  The successful candidate must possess the necessary skills to complete a wide range of office management functions.

This individual will work primarily with the COTA President and released officers, but will also be called upon occasionally to assist other elected EC officers in their respective roles. Office Manager duties include, but are not limited to:

  1. General Office Functions


Answers and refers telephone calls, as required

Picks up and delivers COTA mail to and from the School Board Office

Opens, distributes and/or files incoming COTA mail, as appropriate

Keeps COTA mailing lists current

Keeps up-to-date directories of contact information needed by the COTA

Up-dates COTA membership data (BCTF UnionWare)

Develops and maintains a yearly calendar of events (COTA, BCTF, and SD23)

Ensure COTA credit cards are issued annually, as per COTA Policy

  • Organizes receptions and other special events

Updates all COTA Constitution, Policies & Procedures, and EC 'job/role' description documents, as changes are made

Prepares correspondence, as required, for all COTA EC members

Prepares and sends communiques to the EC, Staff Reps, and members

Oversees all Pro D-day registration and fee matters, facilitates any necessary changes for attendees, and maintains accurate Pro D-day attendance records - in conjunction with COTA's Pro D Chair

Arranges all Pro D-day refreshments and meals (lunches) in conjunction with COTA's Pro D Chair

Maintains electronic and paper filing systems related to all COTA business

Ensures up-to date BCTF & SD 23 Policy information is readily available

Ensures the COTA website is maintained with information being kept current

Recommends office upgrades/repairs to Finance Committee, as needed

Orders office supplies, as required

Assists in the maintenance of the COTA office, including the disposition of recyclable material, and the ‘upkeep’ of the kitchen area

Follows WorkSafe guidelines for Health & Safety

2) COTA Meeting Functions (includes EC, Staff Rep, Pro D, & General Meetings)

Reserves all meeting rooms, and arranges the food at COTA meetings

Prepares all meeting Agendas and information packages

Photocopies all information package materials for COTA meetings

Keeps accurate Minutes at meetings, and records identified ‘action items’

Circulates all ‘approved’ Minutes as soon as possible after meetings

Keeps up-to-date records of all COTA meeting Minutes

Knowledge of School District #23 would be an asset.

This is a full-time position with time off in the summer, as well as two weeks for Spring break and at Christmas time.  Some overtime will be expected depending upon how late certain meetings run (food will be provided).  Our client is seeking a long-term employee who enjoys working in a small office.

If you’re interested in applying for this position, please forward your resume to the attention of:  Stacey Lalonde, HR Manager at jobs@okanaganstaffing.com.  Please type ‘Office Manager' into the subject line.