Coordinator, Administration and Volunteer

3 days ago

Vancouver, Canada PHSA Full time

**Coordinator, Administration and Volunteer Resources,**

**BC Children's & Women's Health Centre,**

**Vancouver BC**

**As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.**

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**
- Answer all incoming enquiries and responds to requests for general information, donations, and volunteer reassignment and schedule changes.
- Schedule committee meetings for Auxiliaries and other committees as requested. Ensure collation, printing and distribution of reports.
- Open, direct and/or read routine mail/messages to ensure prompt response by appropriate parties. Provide and/or acquires supporting documentation, and compose and sign routine correspondence.
- Monitor and order stationary and office supplies, maintain filing system, and create and monitor department appointments, meetings, and presentations.
- Maintain volunteer database and records such as spreadsheets, schedules, donation information, correspondence, Auxiliary membership fees, and receipts and departmental statistics. Collect Auxiliary membership dues, issues receipt and maintains records for auditing purposes.
- Maintain and manage department petty cash allocations including expenditures and reimbursement requests and reports to PHSA. Act as signing authority on behalf of the department for routine expenditures. Assist with budget development, monitor expenditures and reports on variances.
- Provide support to Hospital by screening applicants, conducting interviews and reference checks and selecting appropriate individuals for volunteer assignments. Provide orientation and training to volunteers, ensuring criminal records check compliance and completion of PHSA Privacy training. Supervise volunteers, monitors performance, follows up on any issues or concerns and take appropriate disciplinary action.
- Maintain and update volunteer schedules, and manage volunteer coverage by staffing Auxiliary Gift Shops with on-call volunteers as required. Provide monthly reports regarding attendance and absenteeism.
- Manage the daily operations within the designated volunteer check
- in stations, ensuring that volunteer vests, name tags and identification are prepared and available for all volunteers.
- Manage all bookings, and monitors and tracks revenues received from the site
- wide Vendor Program.
- Work with Manager, Volunteer Services to ensure services provided by volunteers are meeting established objectives and outcomes.
- Assist Managers in developing the budget for their specific program area by reviewing anticipated expenditures, and providing recommendations.
- Review and recommend new and updated volunteer job descriptions, procedures and guidelines within volunteer services.
- Plan and implement volunteer recognition events and activities which are appropriate to each demographic. Respond to requests for references and provide letters of confirmation validating volunteer hours, assignments and activities.
- Manage a variety of donor relationships for in-kind and monetary contributions, and work closely with the Hospital foundations to determine appropriate donor stewardship.

**What you bring**

Education, Training and Experience

Skills & Knowledge
- Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, prioritize workload, and to be flexible to meet and adapt to changes in organizational priorities.
- Demonstrated ability to exercise good judgment, plan and organization.
- Demonstrated ability to communicate effectively both verbally and in writing including the ability to respond diplomatically to both internal and external inquiries.
- Demonstrated ability to supervise and provide guidance and direction to others.
- Ability to work as a team member in a cooperative and supportive manner.
- Ability to interact with a variety of people and personalities and to provide motivation and encouragement to volunteers.
- Demonstrated teaching skills.
- Ability to take initiative and work with mínimal supervision.
- Physical ability to perform the duties of the job.
- Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation

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