Administrative Assistant - Vancouver, Canada - Canuck Place Children's Hospice

Canuck Place Children's Hospice
Canuck Place Children's Hospice
Verified Company
Vancouver, Canada

1 month ago

Sophia Lee

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Sophia Lee

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Description

Administrative Assistant

Location:
Granville Office and Vancouver Hospice


Reporting to:
Administration Manager & Clinical Program Assistant


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


Compensation:
$50,000 - $53,000

  • 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 fulltime annually._

YOUR ROLE


The Administrative Assistant will be based at the Granville Office location and are required to provide coverage on site as required to the Vancouver Hospice to support the administration team.


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 ability to act as a positive ambassador for the organization is crucial.

This role will provide reception coverage and provides administrative support to the entire Granville team and across the organization as required.


RESPONSIBILITIES

  • Greets, directs and assists visitors.
  • Screens, receives and coordinates deliveries in accordance with current infection prevention and control guidelines.
  • Assists with family accommodations as required.
  • Assists with building and parking access for visitors as required.
  • Responds to incoming telephone inquiries and directs calls to appropriate individuals and teams.
  • 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.
  • Processes acquisition mailing DNM requests and keep files updated.
  • 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.
  • Receives donations and processes them according to a set of requirements established by the Finance and Donor Services teams.
  • Provides administrative support to a variety of departments including word processing, support with Excel, donor thank you calls, large mailouts, arranging travel, etc.
  • 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.
  • Trains new administration volunteers and supports volunteer orientation as required.
  • Orders inventory supplies as needed. Organizes and maintains all inventory and supplies. Liaise with 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, etc.).
  • Manages the Calendar of Care in collaboration with Manager, People & Culture. Organizes and distributes recognition cards for departments/teams, as required.
  • 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.
  • Assists with IDing records in Raiser's Edge 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.).
  • Creates and maintains the administration manual.
  • Prepares new Welcome Donor packages.
  • Assists with internal and external events, as required.
  • Joins all internal committees and provides administrative, logistic and research duties assigned to the committee as appropriate.
  • This role will be responsible for covering additional administrative tasks to support the greater Administrative Team, as required.
  • Assumes other related responsibilities, as assigned.

EDUCATION AND EXPERIENCE

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

QUALIFICATIONS

What you bring to the role:

  • Commitment to excellent customer service and fa
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