Administrative Coordinator Jobs

About the client:

The largest not-for-profit organization in British Columbia, dedicated to serving children who are deaf and hard-of-hearing, ranging in age from birth to school entry. With a history spanning 40 years, they have consistently provided intervention, support, education, sign language instruction, and peer-to-peer mentoring to families across the province. Their communication philosophy is straightforward – what matters is not just the method of communication, but the act of communicating itself. They present families with a diverse array of communication options and strongly emphasize the importance of making well-informed choices. These choices encompass a wide spectrum, from spoken language to American Sign Language (ASL).

Responsibilities:

Administrative Responsibilities:

• Collaborates with the Executive Director and Finance and Accounting Administrator to enhance office procedures and practices.
• Plans administration staff development in coordination with the Executive Director.
• Organizes emergency contacts and procedures for backup support.
• Manages workflow of administration staff, including IT systems and necessary program purchases.
• Supervises administration staff across multiple centers and conducts regular meetings to provide guidance on office-related matters.
• Manages the volunteer administration assistance program and maintains membership records.
• Oversees administrative procedures to maintain compliance with CARF standards.
• Supports the Executive Director by reviewing and updating policies and procedures annually, ensuring they align with CARF standards.

Occupational Health & Safety Responsibilities:

• Maintains up-to-date evidence on G Drive and OH&S binders in accordance with CARF standards.
• Keeps first aid kits current across all locations.
• Provides OH&S orientation to new and returning staff.
• Coordinates events and checks related to safety procedures, building inspections, and first aid kits.
• Leads and conducts Occupational Health & Safety (OH&S) meetings, documenting minutes and ensuring compliance with CARF requirements.
• Updates incident reports, coordinates first aid training, and ensures OH&S standards comply with CARF requirements.
• Liaises with administration staff at different centers to carry out required safety checks.

Communication, Social Media, and Technology Responsibilities:

• Maintains the building and property, overseeing regular maintenance and equipment needs.
• Assists the Executive Director in planning and executing events and projects, coordinating with staff and volunteers.
• Supervises facility maintenance, addressing issues promptly and researching efficient solutions.
• Updates and manages website content and online communication systems for BCFHRS activities.
• Composes press releases for events and community relations, manages distribution, and oversees follow-up.

Annual General Meeting Responsibilities:

• Assists in preparing the Annual Report and managing its distribution.
• Maintains relations with the Society’s membership.
• Supports the Executive Director in organizing logistics for the Annual General Meeting, including material distribution.

Other Responsibilities:

• Adheres to the organization’s philosophy, policies, and procedures, representing the Society positively at public events.
• Performs additional related duties as required.
• Takes responsibility for personal professional development and growth.
• Attends designated staff meetings.
• Supports the implementation of the Society’s strategic plan to achieve established missions and objectives.

Qualifications:

• Creative and adaptable approach to challenges.
• 3+ years in administrative roles, preferably in non-profits.
• Skilled in multitasking and meeting deadlines under pressure.
• Strong verbal and written communication abilities.
• Effective team management and coordination skills.