Administrative Coordinator

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description:

ACCOUNTABILITIES :

Employee Administration Correspondence and Documentation

• Prepare, draft, format, and maintain employee administration correspondence, reports, forms, letters, employee change notices, internal transfer letters, job change documentation, and other employee administration documents for review and approval.

• Support leaders by ensuring employee administration documentation is complete, accurate, approved, and filed in accordance with organizational recordkeeping standards.

• Maintain and archive personnel files and related employee administration documentation in compliance with applicable organizational, legal, privacy, and confidentiality requirements.

• Protect confidential and sensitive employee, client, program, payroll, and organizational information at all times.

• Assist with employee administration projects, process updates, reporting requirements, communication packages, and special initiatives as assigned.

Leader Support and Workday Transaction Support

• Act as a Workday subject matter resource for leaders by providing guidance on common transactions, workflow steps, required documentation, and transaction status follow-up.

• Support leaders with Workday processes related to employee changes, job changes, internal transfers, timekeeping, payroll inputs, onboarding actions, training records, and related employee administration activities.

• Provide practical coaching and troubleshooting to managers using Workday, escalating complex issues to the Senior HRBP, Payroll, or system support teams as required.

• Monitor employee administration workflows to help ensure transactions are completed accurately, within required timelines, and aligned with policy and process expectations.

Recruitment, Internal Movement, and Onboarding Coordination

• Coordinate and schedule new employee orientation, including orientation itineraries, meeting bookings, training sessions, leader introductions, room bookings, and required materials.

• Prepare and maintain new employee orientation packages, ensuring content is current, accurate, and aligned with union/non-union requirements where applicable.

• Support hiring managers with interview scheduling, candidate communications, resume screening coordination, reference check administration, and onboarding logistics as required.

• Coordinate new hire readiness activities such as access cards, ID badges, system access requests, required forms, and first-day arrangements.

• Draft internal job transfer letters, promotion/change letters, temporary assignment letters, job change confirmations, and related communication for review and approval by the Senior HRBP.

Payroll, Timekeeping, and Employee Data Support

• Support leaders with payroll and timekeeping administration, including Workday timekeeping entries, employee change tracking, payroll documentation, and issue follow-up.

• Input, review, or support payroll-related data and documentation according to established payroll schedules and approval requirements.

• Review payroll-related reports or registers as assigned and escalate discrepancies to the appropriate Payroll contact for correction.

• Respond to routine payroll/timekeeping questions from employees and leaders, providing clarification or redirecting issues as appropriate to the HR Service Centre for resolution.

• Track employee hours, seniority information, employment status changes, and other workforce data required for reporting, collective agreement administration, or operational decision-making.

Training, Meetings, and Administrative Coordination

• Schedule meetings, prepare agendas, record minutes, and circulate approved materials as required.

• Coordinate logistics for employee administration meetings, leadership meetings, staff training, wellness activities, orientation sessions, and other employee-focused events.

• Support the development and maintenance of training calendars, participant lists, attendance records, and training completion data.

• Maintain databases, tracking tools, directories, forms, templates, and administrative records used by employee administration and leaders.

General Administrative and Organizational Support

• Assist with general office coordination, event logistics, document management, data entry, filing, reporting, and administrative workflow support.

• Maintain operational processes and procedures in the absence of supervisor within the scope of assigned authority.

• Perform other position-related duties as assigned.

WORKING CONDITIONS:

• Work is typically performed in an office administrative environment under generally agreeable conditions.

• Role requires frequent computer use, document review, scheduling, system navigation, and handling of confidential information.

• May occasionally encounter sensitive employee situations, urgent payroll/timekeeping issues, or difficult conversations requiring discretion and professionalism.

• Limited travel may be required for meetings, training, or orientation activities depending on operational needs.

EDUCATION, EXPERIENCE, AND QUALIFICATIONS:

• Completion of a post-secondary program, diploma, or certificate in Administration, Business Administration, Human Resources, or a related field is preferred.

• Alternative combinations of education and directly related experience may be considered.

• Working knowledge of Microsoft 365 applications is required.

• Workday experience is required or strongly preferred; the successful candidate must be able to become a proficient Workday resource for leaders.

. Ability and willingness to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion.

CONDITIONS OF EMPLOYMENT:

• Hours of work and work schedule are to be confirmed based on operational requirements.

• Successful completion of required background screening is required in accordance with organizational policy.

• Flexibility may be required to support orientation, payroll/timekeeping deadlines, training activities, or urgent employee administration priorities.

• This position description describes the general nature and level of work expected. It is not intended to be a complete inventory of all duties, responsibilities, or qualifications associated with the position.

EXPERIENTIAL AND KNOWLEDGE:

• Minimum of three years of related administrative, employee administration, payroll/timekeeping, or office support experience is preferred.

• Experience supporting leaders, handling confidential employee information, and maintaining employee records is strongly preferred.

• Knowledge of payroll, onboarding, recruitment coordination, training administration, employee documentation, and workflow processes is an asset.

• Experience in a unionized or multi-site environment is an asset where applicable.

• High level of confidentiality, integrity, discretion, and professional judgment.

• Strong written communication skills, including the ability to draft clear employee letters, job change documentation, and internal correspondence.

• Strong organizational skills with the ability to manage multiple deadlines, transactions, meetings, and employee lifecycle activities.

• Ability to support leaders patiently and accurately with Workday processes and employee administration requirements.

• Excellent attention to detail, data accuracy, follow-through, and documentation control.

• Good interpersonal skills and the ability to work cooperatively with employee administration, Payroll, leaders, employees, candidates, and external contacts.

• Solution-focused judgment and ability to identify when an issue requires escalation.

• Ability to maintain a service-oriented approach while applying consistent process and policy expectations.

Compensation:

The target hiring range for this position is $50,897.60 to $63,627.20 with a maximum of $76,356.80.

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email Recruitment.Accommodations@salvationarmy.ca if you have a need for any accommodation and we will be pleased to discuss this with you.