Coordinator, Administration and Volunteer Resources

5 months ago

Vancouver, Canada PHSA Full time

**Coordinator, Administration and Volunteer Resources (Auxiliaries), Volunteer Services**

BC Children’s Hospital

Vancouver, BC

Reporting to the, Manager, Volunteer Services the Coordinator, is responsible for reception duties and providing administrative support to the Manager, Volunteer Services and to the Auxiliaries for BC Children’s Hospital, and BC Women’s Hospital. The position is also responsible for the day-to-day maintenance, scheduling and administration of volunteer service programs including recruitment, training and supervision of volunteers. The Coordinator manages the daily operations for the patient support and/or service programs including monitoring revenue and expenses and developing buying plans. The Coordinator assists the Manager, Volunteer Services in the promotion and implementation of volunteer services internally and in the community.

**What you’ll do**
- Answers all incoming enquiries and responds to requests for general information, donations, and volunteer reassignment and schedule changes.
- Schedules committee meetings for Auxiliaries and other committees as requested. Ensures collation, printing and distribution of reports.
- Opens, directs and/or reads routine mail/messages to ensure prompt response by appropriate parties. Provides and/or acquires supporting documentation, and composes and signs routine correspondence.
- Monitors and orders stationary and office supplies, maintains filing system, and creates and monitors department appointments, meetings, and presentations.
- Maintains volunteer database and records such as spreadsheets, schedules, donation information, correspondence, Auxiliary membership fees, and receipts and departmental statistics. Collects Auxiliary membership dues, issues receipt and maintains records for auditing purposes.
- Maintains and manages department petty cash allocations including expenditures and reimbursement requests and reports to PHSA. Acts as signing authority on behalf of the department for routine expenditures. Assists with budget development, monitors expenditures and reports on variances.
- Provides support to Hospital by screening applicants, conducting interviews and reference checks and selecting appropriate individuals for volunteer assignments. Provides orientation and training to volunteers, ensuring criminal records check compliance and completion of PHSA Privacy training. Supervises volunteers, monitors performance, follows up on any issues or concerns and take appropriate disciplinary action.

**What you bring**

**Qualifications**:

- Two (2) years of related experience including at least one (1) year of experience supervising volunteers in a health care setting.

You will also have the ability to:

- Work both independently and collaboratively.
- Resolve administrative issues/problems.
- Prioritize workload and be flexible to meet and adapt to changes in organizational priorities.
- Exercise sound judgment.
- Plan and organize.
- Communicate effectively, both verbally and in writing, including the ability to respond diplomatically to both internal and external inquiries.
- Supervise and provide guidance and direction to others.
- Interact with a variety of people and personalities and provide motivation and encouragement to volunteers.
- Take initiative and work with mínimal supervision.
- Physically perform the duties of the job.
- Awareness of and commitment to learning and understanding the Truth & Reconciliation Commission’s 94 Calls to Action (2015), In Plain Sight Report (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), and other related reports.
- Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).

**What we bring**

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too - offering health, wellness, development programs to support you - at work and at home.
- Join one of BC’s largest employers with province-wide programs, services and operations - offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
- Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
- Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
- Annual statutory holidays (13) with generous vacation entitlement and accruement.
- PHSA is a remote work friendly employer

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