Office Administrator

Job Title: Office Administrator 

Reporting To: Executive Director 

Job Summary: This role encompasses accounting, logistical, administrative, and program coordination tasks to support a wide range of educational programs offered at the BTC Institute, ensuring seamless implementation of workshops, trainings, and events. The Office Administrator works closely with a team to maintain high-quality educational offerings and operational efficiency. 

General Roles and Responsibilities- 
• Provide administrative assistance in daily operations. 
• Manage program registrations and registration platforms and coordinate information exchange with attendees and other stakeholders. 
• Coordinate all logistics to ensure necessary resources for effective implementation of workshops, courses, and events. 
• Maintain stocks as needed for office and laboratory course offerings. 

Key Areas of Support - 
Training and Event Implementation: 
• Assist in the preparation of presentations, reports, and other materials as requested. 
• Assist with PR efforts related to a wide range of programs. 
• Maintain participant contact lists and assist with the preparation of course materials. 
• Manage logistics for a wide range of programs including communications and coordination of relevant resources. 
• Host groups during experiences at the BTC Institute. Coordinate meals and refreshments, transportation, and assist with program set up and cleanup as needed. 
• Support meeting planning and implementation for institutional events (i.e., hosting collaborators or program partners, Board of Directors Meeting, etc.). 

Bookkeeping/Accounting Support: 
• Manage day-to-day financial transactions using QuickBooks, including recording expenses, processing invoices, and reconciling accounts. Monitor and manage expense reimbursements and vendor payments. Support quarterly and year-end closing processes. • Prepare and maintain financial records, ensuring accuracy and compliance with internal procedures. 
• Generate financial reports, including expense tracking, accounts payable/receivable aging, and budget comparisons. 
• Track invoices, manage payments, and assist with purchasing. Ensure proper coding of purchase orders. 

Other Administrative Support: 
• Assist with grant-related activities. 
• Perform other administrative-related tasks as requested. 

Compliance and Workplace Culture - 
• Ensure compliance with relevant ethical, legal, and regulatory standards. • Foster an inclusive, collaborative, and respectful work environment by embracing the organization’s core values of emotional and social intelligence. 

Key Qualifications- 
• Post-secondary education or equivalent experience in business, administration, or a related field (equivalent experience may be considered). 
• Minimum of 3 years of experience in administrative support or program coordination, preferably in an educational or training environment. 
• Strong organizational skills, with the ability to manage multiple projects and priorities simultaneously. 
• Proficiency in QuickBooks (or willingness to learn) and Microsoft Office Suite (Excel, Word, Outlook), online publishing platforms, and other relevant software. 
• Understanding of basic accounting principles and practices. 
• Experience in coordinating events or workshops, managing communications with participants, and ensuring operational efficiency. 
• Excellent written and verbal communication skills, and the ability to collaborate effectively with internal and external stakeholders. 

Preferred Qualifications- 
• Experience with Learning Management Systems and event management platforms. 
• Project management experience, with a demonstrated ability to manage timelines, deliverables, and team collaboration. 

Work Environment- 
• This position may require occasional travel for events and training coordination. The successful candidate will work primarily in-office with a potential for flexibility. 
• Ability to work outside regular business hours when necessary, especially during events or workshops