Position Title: Office Manager

Type of Employment: Full time, Monday-Friday, 75 hours bi-weekly

Salary: $ 51, 519.00

Location: Halifax

About Coverdale Justice Society

Coverdale Justice Society is a community-based organization dedicated to improving access to justice, promoting alternatives to traditional justice systems, and enhancing public safety and well-being, with a focus on primarily serving communities of criminalized women and gender diverse individuals, including Indigenous and African Nova Scotian women, trans and queer people, and those affected by gender-based violence and poverty. Coverdale aims to support individuals impacted by historical and ongoing colonization, racism, sexism, homophobia, and other forms of marginalization and oppression. Our services include court-based, housing-based, and community-based support. Rooted in core values such as empathy, justice, and courage, Coverdale strives to find innovative ways to make real and lasting change for women and gender-diverse people. Coverdale will be operating Coverdale Restorative Justice, an extension of Coverdale Justice Society that provides the Nova Scotia Restorative Justice Program (NSRJP) for youth and adults within the Halifax region.

About the Opportunity

Reporting to the Director, Coverdale Restorative Justice, the Office Manager will be responsible for coordinating and carrying out all administrative functions for the Coverdale Restorative Justice Office to ensure the effective, efficient, and principle-based delivery of the Nova Scotia Restorative Justice Program.

Key responsibilities include physical and electronic file management, handling administrative elements of restorative justice processes and casework, financial administration, and general office coordination. The Office Manager will also play a central role in identifying and implementing adjustments to office operations, procedures, and processes, as needed and in response to emerging priorities.

As the successful candidate, you are reliable, adaptable, and process-oriented, with exceptional organizational, time management, and communication skills. Individuals seeking opportunities to apply administrative skills and experience in a non-profit, community-based setting,



and to support meaningful change for individuals and communities, are encouraged to apply.

For more information on the NSRJP and the NSRJP Protocols, please visit the following

links:

● Nova Scotia Restorative Justice Program: https://novascotia.ca/just/rj/

● Nova Scotia Restorative Justice Program Protocols: https://novascotia.ca/restorative

justice-protocols/

Core Duties and Responsibilities

General Office Administration

● Welcomes all guests as the first point of contact for participants, partners, and members of the public attending the office in person.

● Responds to general inquiries on behalf of Coverdale Restorative Justice, both in person and over the phone.

● Screens and directs phone calls and distributes correspondence.

● Responsible for overall upkeep of the office space, including management of office furniture, supplies, and equipment, coordination of facilities upkeep, maintenance of filing systems, and arrangement of repairs of office equipment.

● Ensures meeting rooms and other spaces are prepared appropriately in advance of participant meetings and restorative justice circles.

● Assists with the coordination of events and communications, as well as maintenance of

Coverdale Restorative Justice’s web and social media presence.

● Maintains office filing system and confidential documentation.

● Provides administrative and other support to the Director, as needed.

NSRJP Support

● Enters and closes all referrals in the case management database, ensuring provincial standards regarding data entry and case notes are upheld.

● Provides administrative support to the casework team to ensure timely and efficient case management, including by coordinating calendar reminders for the casework team related to key RJ process milestones,



overseeing scheduling and booking of meetings and meeting spaces (both on site and at external organizations), and arranging and sending written correspondence.

● Oversees physical file management for all NSRJP referrals, including by preparing physical files once referrals are received, ensuring files are properly maintained over the course of a restorative justice process, and upholding file retention and destruction standards once a process has been completed, in alignment with Government of Nova Scotia policies.

● Runs monthly NSRJP referral reports and other reports using the case management database.

Financial administration

● Coordinates restitution payments and payouts, in collaboration with the casework team.

● Assists Director and bookkeeper with financial reports and audit preparations.

● Prepares quarterly financial summaries for the Department of Justice.

● Completes monthly expense reconciliations and invoices alongside bookkeeper and Director.

● Files month-end documents, including receipts, invoices, employee expense reports, and any other month-end items.

● Works alongside the Director on spending and budgets.

Education, Experience, Knowledge, and Competencies

● Post-secondary training in a relevant field, or an equivalent combination of education and experience, including professional, volunteer, and lived experience.

● Minimum 3 years of experience in an administrative role or performing administrative duties.

● Exceptional organizational skills, attention to detail, and ability to identify and implement process improvements.

● Excellent interpersonal and communication skills, as well as proven success in a public-facing role.

● Experience working or volunteering in a non-profit or other community-based setting.

Employment and Working Conditions

● This position is subject to the personnel policies of Coverdale Justice Society.

● This position is part of a unionized work environment and is subject to the terms and conditions outlined in the applicable collective agreement.

Benefits

● Work cell phone & computer

● 2 weeks of vacation

● 12 personal days

● Blue Cross Benefits

Pay: $51,519.00 per year

Work Location: In person

📌 Office Manager (Halifax Regional Municipality)
🏢 Coverdale Justice Society
📍 Halifax Regional Municipality