Administrative Coordinator

**The Public Health Association of BC is Hiring**

**Administrative Coordinator**

**Victoria, BC**

**1.0 FTE**

**Overview**

Reporting to the Operations Manager with oversight from the Executive Director, the **Administrative Coordinator** is responsible for handling the clerical and administrative duties of the association. Working alongside a second Administrative Coordinator, this position focuses on supporting the smooth operation of the organization through board, committee, and project meeting coordination, internal communications, and general administrative support.

**Background**

The Public Health Association of BC (PHABC) is a voluntary, non-profit charity (est. 1953) that promotes and protects public health by actively working to advance the development and implementation of healthy public policy, by encouraging and facilitating research that supports public health and cooperating regionally, nationally and internationally with partner organizations. Its national linkages enable the PHABC to participate in dialogue and action on matters of interest across Canada. The PHABC has a long track record of fiscal and administrative stability and considerable experience with community development, continuing education, initiatives addressing the determinants of health and project planning, implementation, assessment and evaluation. PHABC has partnered with the federal and provincial governments to carry out significant knowledge development and exchange projects.

**Key Accountabilities/Responsibilities**

Primary Duties
- Coordinate meetings for the Board of Directors, standing and ad-hoc committees, project teams, and partners:

- Schedule meetings, prepare and distribute agendas, take minutes, manage contact and distribution lists, and ensure timely follow-up
- Maintain the filing systems, ensuring consistency, accessibility, and version control
- Provide payroll support and complete bank deposits in the absence of the Senior Financial Officer
- Maintain internal communications, including updating staff contact lists, managing internal newsletter subscriptions, and sending internal announcements as directed
- Provide website backend support in collaboration with the Operations Manager, including updating pages, uploading documents, managing contribution and membership pages, and setting up event registration pages
- Provide backup support for event coordination, focused on logistics such as booking venues, compiling participant lists, and supporting event-related communications

Shared Administrative Responsibilities
- Provide general administrative support to the Executive Director, Senior Financial Officer, Operations Manager, and other staff as required
- Maintain physical and digital office records and administrative documents
- Coordinate travel and event registration for staff and board
- Assist with coordination and logistics for PHABC events such as the Annual Conference, Summer Institute, Annual General Meeting, and board face-to-face meetings
- Support onboarding and offboarding processes for staff
- Update and manage CiviCRM, including membership records and contact information

**Qualifications & Skills**
- Post-secondary education in Administration, Business, Public Health, or a related field
- Minimum 2 years’ experience in a professional administrative or coordination role, preferably in a non-profit or public sector setting
- Familiarity with non-profit operations, governance, and reporting to a board of directors
- Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Experience with WordPress, CiviCRM, Adobe Acrobat, and mailing services (e.g., Cyber Impact) is an asset
- Strong organizational, time-management, and administrative skills with attention to detail
- Ability to manage multiple priorities and deadlines in a fast-paced environment
- A solutions-focused, proactive, and flexible approach to work
- Strong communication and interpersonal skills with a respectful and collaborative attitude
- Valid BC Driver’s License and access to a personal vehicle

**Job Details**
- **Salary**: $29.18/hour
- **Hours**: 40 hours/week (1.0 FTE)
- **Vacation**: 3 weeks paid vacation annually
- **Benefits**: Extended health & dental, paid sick/birthday/personal days
- **Stipends**: $50/month internet allowance
- **Equipment Provided**: Laptop, mobile phone, software access
- **Work Style**: Hybrid work model (remote with in-town duties in Victoria as required)

**To Apply**

**Application Deadline**: July 25th, 2025 at 11:59pm.

**Interviews**: July 30th & 31st, 2025 via Zoom

**Anticipated Start Date**:August 18th, 2025

We thank all applicants for their interest, however only those selected for an interview will be contacted.
- PHABC is an equal opportunity organization and all qualified applicants will receive consideration for this position without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, gene