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Coordinator, Administration and Volunteer Resources, BC Children and Women's Sibling Support Centre, Vancouver, BC

Vancouver, BC
Full Time
6 days ago

Coordinator, Administration and Volunteer Resources,

BC Children and Women's Sibling Support Centre,

Vancouver, BC

The Children and Women's Sibling Support centre serves children requiring respite care. 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. This position also supports the coordinator of the centre to cover sibling services and to support volunteers who provide respite play support.

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 acquire 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 record such as spreadsheets, schedule, donation information, correspondence, Auxiliary membership fees, and receipts and departmental statistics. Collect Auxiliary membership dues, issue receipt and maintain 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 report 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, monitor performance, follow 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 monitor and track 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.
  • Communicate with volunteers to ensure they are kept up-to-date on procedural and program changes through newsletters, memos, emails and meetings.
  • 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

  • A level of education, training, and experience equivalent to a Diploma in a related field supplemented by course work in advanced word processing, spreadsheet and database applications, and two years of related experience including at least one year of experience supervising volunteers in a health care setting.
  • 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 minimal supervision.
  • Physical ability to perform the duties of the job.

What's in it for you

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 and development.
  • Access to more than 2,000 in-house training programs.
  • Enjoy a comprehensive benefits package, including municipal pension plan.
  • 12 annual statutory holidays with generous vacation entitlement and accruement.
  • Perks include onsite fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.

Job type Regular Full-Time

Start date: September 12 th 2022

Location Sibling Support Centre, Vancouver BC

Hours of work 0800-1600 Timings flexible - 7:45 to 15:45 shift timing also an option.
Reference number

What we do

BC Women's Hospital + Health Centre (BCW) is dedicated to improving the health of women, newborns and families through a comprehensive range of services, research and education. BCW is part of the Provincial Health Services Authority (PHSA).

( PHSA ) plans, coordinates and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people - Be compassionate - Dare to innovate - Cultivate partnerships - Serve with purpose. Learn more about PHSA and our programs:

PHSA is committed to employment equity and hires on the basis of merit, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, backgrounds and experiences, and value a safe, inclusive and welcoming environment.
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About Childrens and Womens Hlth Cntr

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