Honours and Awards Program Coordinator and Assistant Registrar

St. John Ambulance – National Office

Position: Honours and Awards Program Coordinator and Assistant Registrar

Reports to: Manager, Executive and Priory

Location: Ottawa region, ON

Status: Full-time, permanent position

Who We Are

About St. John Ambulance:

St. John Ambulance (SJA) is a charitable organization with deep roots in Canada and a proud global heritage. Operating in Canada since 1883, SJA forms part of an international federation of charitable organizations affiliated with the Order of St. John, one of the world's oldest humanitarian institutions. The Order conducts charitable work in over 40 countries worldwide, united by a shared commitment to serving humanity and improving the health, safety, and quality of life of individuals and communities.

In Canada, the Order of St. John is formally recognized as a national Order within the Canadian Honours System and is administered through the Priory of Canada. The Priory of Canada is a federated organization, bringing together the National Office and independent, incorporated Councils representing St. John Ambulance in each province and territory.

These Councils are the heart of SJA's operations, responsible for delivering on-the-ground community programs, first aid and CPR training, and volunteer-based health and safety initiatives. While each Council operates independently as a registered charitable entity, all work collaboratively further to shared values, standards, and strategic leadership. Together, this federation embodies a unified mission, to serve communities across Canada with compassion, skill, and integrity.

Across Canada, St. John Ambulance is powered by a passionate network of over 10,000 volunteers, thousands of members of the Order, and approximately 400 employees. Together, they deliver essential training, provide first aid at community events, support disaster response efforts, and contribute countless hours to improving public safety.

Position Overview

The Honours and Awards Program Coordinator and Assistant Registrar oversees the administration, organization, and national coordination of the Priory of Canada's Honours and Awards programs. This role ensures accuracy, efficiency, and integrity in all honours-related processes while providing high-level administrative and ceremonial support to the National Office, Councils, and the Order of St. John.

Responsibilities

• Provide strategic advice and ensure the effective governance, administration, and reporting of the grievance process for Members of the Order, in coordination with the Priory Secretary and the Manager, Executive and Priory.

• Responsible for assessing nominee eligibility, preparing citations and official correspondence, maintaining the national volunteer database and Master Roll, and overseeing the inventory and distribution of insignia and medals.

• Respond to honours and archival inquiries, coordinates materials for biannual National Honours and Awards Committee meetings, reviews nominations for accuracy

• Liaises with St. John International and Rideau Hall for official approvals, and collaborates with Councils and Special Centres to support local investitures and awards ceremonies, ensuring proper protocol and presentation.

• Responsible for organizing all aspects of the Annual Priory Investiture Ceremony, including coordinating invitations, protocol arrangements, and event operations.

• Liaise with venues such as the Senate of Canada, work with representatives from the RCMP and Canadian Armed Forces and oversees volunteers and staff to ensure successful events and adherence to protocol.

• Duties include managing seating arrangements, official protocol with dignitaries, distributing insignia and medals, preparing event materials, and coordinating the investiture evening dinner gala in collaboration with National Office and Council staff.

• Responsible for coordinating all administrative and logistical aspects of the Priory Chapter's Annual General Meeting (AGM), ensuring compliance with governance regulations and deadlines.

• Prepare and distribute official calls for nominations, supports meeting correspondence and documentation, maintains accurate records of attendance and election results, and liaises with staff, Councils, and vendors to manage meeting logistics, accommodations, and ceremonial protocol.

• Responsible for coordinating committee meetings, distributing relevant materials, and working with the Finance department to ensure timely reporting and disbursements of bursary funds.

• Other duties as assigned

Other:

• Detail oriented

• Ability to work well with others

• Ability to manage multiple projects simultaneously with varying deadlines.

• Able to work with minimal supervision or guidance.

Qualifications

• Post-secondary degree in a related field of study from a recognized college or university, with a minimum of five years of related work experience in progressively responsible administrative positions.

• Experience in fundraising (preferred)

• Experience working for a complex, multi-faceted charitable organization

Skills

• Proven ability to communicate effectively orally in both official languages (preferred).

• High-level experience in planning and delivering executive and ceremonial events.

• Strong writing skills, including precise writing.

• Strong organizational and time management skills with the ability to coordinate and deliver results.

• Strong computer skills, including database entry

• Background familiarity with the Priory of Canada, St. John Ambulance and the Order of St. John.

• Understanding of non-profit organizations and volunteer led organizations.

• Bilingualism (French/English)

Salary range is commensurate with experience ($60,000 - $65,000 per annum), including insurance benefits, company pension and three weeks' vacation. Overtime and schedule flexibility may be required depending on the work schedule.

SJA welcomes diversity in our organization and qualified applicants of all backgrounds are encouraged to apply.

Our organization follows a hybrid work structure where employees can work remotely or from the office, as needed, based on demands of specific tasks or personal work

preferences.

Please forward a resume and cover letter to with the subject line" Honours and Awards Program Coordinator and Assistant Registrar".

We thank all candidates for their interest, however, only those selected for an interview will be contacted.

Job Types: Full-time, Permanent

Pay: $60,000.00-$65,000.00 per year

Benefits:

• Company pension
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care
• Work from home

Work Location: Hybrid remote in Ottawa, ON K1J 1A3