Administration Coordinator

**Administration Coordinator**

**Position Description**

The Administration Coordinator is the first point of contact for public, volunteers and member inquiries to the Center for Epilepsy and Seizure Education BC. They ensure the professional and efficient management of inquiries into the office, as well as the ongoing management of day-to-day operational needs, including IT, office management, events and fundraising support as well as providing support to staff. They also help with volunteer coordination, training, and management.

The ESEBC office is in Abbotsford and is open to clients and the public Monday through Thursday, 9:00

**Reports to: Executive Director**

**Hours**: 15 - 20 hours a week (TBD)

**Salary**: $22.00/hour to start

**Duties and Responsibilities**

**Administration**:

- Receives clients/volunteers/visitors to the organization in a friendly and professional manner.
- Prepares and dispatches ongoing mail and courier packages.
- Supports staff with editing, proofreading, and finalizing correspondence, reports, forms, presentations, and other documents using Microsoft 365.
- Photocopies and collates documents for distribution, mailing, and filing.
- Manages filing systems and databases in house and in the cloud.
- Supports the exploration and selection of office efficiencies such as use of apps or new software.
- Orders office supplies, services office equipment and arranges for servicing in the case of major repairs.
- Supports all IT needs of the office, coordinating with IT support where needed.
- Attends and records minutes of meetings as requested.
- Develops and/or enhances office management procedures for all staff and volunteers for ongoing reference by all staff and volunteers.
- Maintains an up-to-date personnel policy manual, working with ED and Board.
- Supports the coordination of meetings by preparing agendas, minutes, background material, and follow up on any action items.
- Supports ED with Board meetings and business including general meetings, AGM, policy management and Board recruitment and communication.
- Supports the ED with appointments and calendar coordination.

1
- Supports bookkeeper with provision of needs including invoices, AP, AR, expenses, payroll, and financial reports.
- Supports the volunteer program for office and organizational needs, liaising with staff to ensure volunteer support is appropriate and meets the needs of the organization. Supports volunteer recruitment and training as required.
- Maintains personnel files by keeping all contracts, timesheets, leave of absence and correspondence up to date for all employees.
- Supports ESEBC events and fundraising activities, managing logistics, promotion, and event execution.
- Working with the ED, supports the administration of fundraising activities including administering fund solicitations, managing incoming donations, receipts, and donor recognition.

These are representative duties and responsibilities but are not all encompassing and may change from time to time.

**Qualifications Education and Experience**
- The technical requirements for this job would typically be acquired through a diploma in Business or

Office Administration or related areas of study, plus two years’ experience in an administrative environment or an equivalent combination of education and experience.
- Experience in the not-for-profit sector and work in a volunteer capacity is a definite asset.
- Strong computer skills including Microsoft Office suite (Outlook, Word, Excel)
- Excellent verbal and written communication skills
- Strong planning and time management skills
- Ability to multitask and prioritize.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Ability to work independently.

**Working Conditions**
- This position primarily works at the head office in Abbotsford.
- Punctuality is essential.
- Travel to different locations may be required periodically.

**_“A cure may be found tomorrow but someone needs your help today.”_**

2

**Job Type**: Part-time
Part-time hours: 15-20 per week

**Salary**: From $22.00 per hour

**Benefits**:

- Dental care
- Paid time off
- Wellness program

Ability to commute/relocate:

- Abbotsford, BC V2S 6J3: reliably commute or plan to relocate before starting work (required)

Work Location: In person