Administrative Assistant

Description

Administrative Assistant

Location: Granville Office

Reporting to: Managing Director, Development

Job status: Permanent Full-time 1.0 FTE (75 hours bi-weekly)

Compensation: $50,471 - $55,467

We want our staff to “thrive” not just survive, so Canuck Place is committed to living our values of care exceeding not just minimum wage but living wage in B.C. This means that regardless of role our entry level salary is a minimum of $25.64 per hour equivalent to $50,000 full-time annually.

 

 

YOUR ROLE

As such, this role is the first point of contact for any individual, ensuring that they feel comfortable, safe, and cared for regardless of the reason for their visit. A high degree of professionalism, compassion, and the ability to act as a positive ambassador for the organization is crucial. This role will provide administrative support to Communications, Marketing & Events and Managing Director, Development as well as the entire Granville team and across the organization as required.

 

 

RESPONSIBILITIES

Reception and Administration

• Greets, directs and assists visitors to the Granville office.

• Responds to incoming telephone inquiries and directs calls to appropriate individuals and teams.

• Screens, receives and coordinates deliveries in accordance with current infection prevention and control guidelines.

• Assists with building and parking access for visitors as required.

• Provides administrative support throughout the organization as required.

• In conjunction with the CPCH Administration team, develops office processes and procedures that align with organizational needs and priorities.

• Maintains, develops and coordinates key communication resources for the teams on site and across sites as relevant (Slack, Microsoft Teams, Confluence, phone lists, couriers, blue bag deliveries between sites). Creates and maintains a system for recording and sharing incoming calls and messages to the teams.

• Processes outgoing and incoming mail. Processing returning mail with no valid address.

• Supports with scheduling and coordinating couriers with external deliveries for various departments, as required.

• Maintains up to date mail folders. Includes ensuring one for new staff and removing folders of staff who have left.

• In collaboration with team leads for various departments, prepares for internal and external meetings by booking meeting rooms, ordering catering, preparing, and distributing agenda’s and relevant documents.

• In collaboration with the Volunteer Support Services team, is the point person for volunteers on-site at Granville and organizes tasks for the volunteers to complete.

• Receives donations and processes them according to a set of requirements established by the Finance and Donor Services teams.

• Orders inventory supplies as needed for Granville Office and organizes and maintains all inventory and supplies. Liaise with the Receptionist at Vancouver Hospice to stock supplies at Granville Office location.

• Manages all confluences calendars (i.e. events calendar, administration calendars, flex and vacation tracking).

• Organizes collaborative schedules for shared office maintenance (i.e. kitchen duty).

• Liaise with delivery personnel and service providers (i.e. Stericycle, Shredit, etc.) on a regular basis, as required.

• Creates and maintains the administration manual.

• Prepares new Welcome Donor packages.

• This role will be responsible for covering additional administrative tasks to support the greater Administrative Team, as required.

Event Team Support

• Supports Events team during high-season for Gift of Time and Gift of Love Gala’s in addition to managing deliveries and support for communications to guests.

• Supports Events teams for internal events and stewardship events when needed.

• Assists with internal and external events, as required.

• Awareness and leadership in supporting events, staff, and visitors on site and communicates with team according to set processes (Slack, zoom-huddle, Microsoft Teams, email).

Development and Donor Services Team Support

• Assists with support line for 5050 campaigns and donor services calls when needed.

• Supports Development team members in updating our donor Customer Relationship Management program (CRM), digitizing files, and coordinating volunteer assistance for ad hoc projects. Supports Planned Giving program management with first-round Estate review, with direction from the Manager, Major Gifts.

• Processes acquisition mailing DNM requests and keeps files updated.

• Assists with ID’ing records in Virtuous CRM and support with data entry and cleanup, as required.

• Assume role as contact personnel who manages AFP memberships, as required (i.e. renews annual memberships in November and cancels memberships as needed, etc.).

• Assumes other related responsibilities, as assigned.

 

 

EDUCATION AND EXPERIENCE

A high school diploma or the equivalent in experience. Experience in administration, a non-profit environment and knowledge of fundraising practices is an asset.

 

 

QUALIFICATIONS

What you bring to the role:

• Commitment to excellent customer service and family-centred care in a fast-paced, diverse and emotionally sensitive environment.

• Ability to exercise a high level of judgment, tact and discretion in both internal and external interactions.

• Strong administrative support skills, including business correspondence, reports, etc.

• Well-versed in MS Office (Outlook, Word, and Excel).

• Excellent verbal and written English communication skills. Additional languages are an asset.

• Proven organizational skills.

• Adept at handling multiple priorities while maintaining attention to detail.

• Calm, professional, pleasant demeanor, particularly in the face of distractions, shifting priorities and stressful situations.

• Proficient with a multi-line telephone system.

• Well-rounded administrative skills demonstrated through supporting a diverse team.

• Demonstrated ability to work independently, as well as a collaborative member of an interdisciplinary team.

• Experience in a similar environment (e.g. health care, non-profit) is an asset.

• A valid drivers licence and clear driving record will be an asset.

 

 

You have:

• High integrity; creativity; balance, good judgment and objectivity; high vision and conceptual capabilities; consultative, facilitate and collaborative; sense of humor.

• Excellent time management skills.

• Demonstrates flexibility that allows you to work with high energy, creative people.

• Able to thrive and effectively manage priorities in a changing, ambiguous environment.

 

 

Please note:

• Evidence of Health Canada approved vaccinations must be provided prior to your first day of work.

• Flexibility is necessary, as this position may require occasional weekend and evening work and travel within and outside the Lower Mainland.

 

 

RECRUITMENT PROCESS

We understand that the recruitment process is not a one size fits all, our inclusion values and flexibility extend to your hiring experience. Canuck Place is committed to providing inclusive access and accommodations throughout the application and selection process. We are continuously working to improve our systems, policies, and practices to ensure our employees, in all their diversity, can succeed. Should you require accessibility accommodation through the recruitment process, please let us know and we will work with you to meet your needs.

Canuck Place Children’s Hospice hires on the basis of merit and is strongly committed to equality and diversity within its community and to a welcoming and inclusive workplace. We especially welcome applications from Indigenous persons, visible minority group members, persons with disabilities, people of all sexual orientations, genders and gender identities, members of the 2SLGBTQIA+ community.

 

 

APPLICATION PROCESS

Please submit your cover letter and your resume. This posting will remain open until filled. We thank all applicants for their interest; however, only those candidates who have been short-listed will be contacted.

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