Administration and Finance Coordinator (Part-Time)

TITLE

ADMINISTRATION AND FINANCE COORDINATOR (PART TIME)

Reports To

Deputy Director

About Us

Family Councils Ontario works with long-term care residents’ families, Family Councils, and home staff across Ontario to foster positive relationships, strengthen Family Councils, and enhance the long-term care experience. As a registered charitable nonprofit funded by the Ontario Ministry of Long-Term Care, we support families through consultation, education, training, and resources, working to create a safe, inclusive, and respected long-term care system.

Job Purpose

The Administration and Finance Coordinator provides comprehensive administrative and financial support to the CEO and the broader team. This part-time role is responsible for ensuring the efficient day-to-day operation of the organization by coordinating internal administrative processes, supporting board governance, assisting with payroll and financial administration, and managing general office functions.

The Administration and Finance Coordinator also contributes to organizational effectiveness by supporting financial management activities, coordinating board meeting preparation, and helping maintain efficient administrative and operational practices across the organization

Duties and Responsibilities

• Provide comprehensive administrative support to the CEO and other team members
• Process payroll data and assist with payroll administration and related tasks
• Coordinate the submission of financial documentation to the external accounting firm, review monthly and quarterly financial reports, prepare high-level financial summaries for senior management, and assist with the annual audit process
• Liaise with the Board of Directors by coordinating meeting logistics, preparing agendas and supporting materials, recording and distributing meeting minutes, and maintaining board documentation.
• Maintain organized digital and physical records
• Help ensure day-to-day operations run efficiently and smoothly
• Assist with the onboarding of new employees, including preparing documentation and orientation activities
• Coordinate office supply purchasing, management, and expense tracking
• Support document creation, formatting, and distribution
• Perform other related duties as assigned

Qualifications

• Minimum 5 years of administrative and financial experience
• Experience supporting executive-level staff and/or boards
• Proficiency with Microsoft Office and virtual collaboration tools
• Experience with payroll systems is an asset
• Post-secondary education in business administration or related field is an asset
• Familiarity with nonprofit governance is an asset
• Access to a dedicated home workspace with reliable internet access as FCO operates as a fully remote organization

Core Competencies

• Strong organizational and time management skills
• Attention to detail and accuracy of recording information
• Knowledge of general and nonprofit accounting including familiarity with reading and understanding financial statements and reports
• Discretion and ability to handle sensitive and confidential information
• Strong interpersonal and communication skills
• Ability to manage multiple tasks and meet deadlines
• Dependability and professionalism
• Problem-solving and initiative on new tasks and projects

Working Conditions

• Standard schedule: FCO’s normal hours of operation are Monday-Thursday 9 AM-5 PM. The administrative coordinator will work 14 hours during those days. The specific hours are to be determined.
• Part-time role: 14 hours per week
• Remote, work-from-home arrangement, with occasional in-person responsibilities
• May require occasional availability outside core hours for events or meetings

To apply for this position, apply via the “Apply” button in this job posting. Please submit a resume and cover letter.  Applications will be accepted until the position is filled.