Coordinator, Administration and Volunteer Resources

Reporting to the, Manager, Volunteer Services 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. The position is also responsible for the day-to-day maintenance, scheduling and administration of volunteer service programs including recruitment, training and supervision of volunteers. The Coordinator manages the daily operations for the patient support and/or service programs including monitoring revenue and expenses and developing buying plans. The Coordinator assists the Manager, Volunteer Services in the promotion and implementation of volunteer services internally and in the community.

What you’ll do

• Answer all incoming enquiries and respond 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, schedules, donation information, correspondence, Auxiliary membership fees, and receipts and departmental statistics. Collect Auxiliary membership dues, issues receipt and maintain records for auditing purposes.
• Maintain and manage department petty cash allocations including expenditures and reimbursement requests and report 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 provides 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

Qualifications

• 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.

Skills & Knowledge

• 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.
• Demonstrates a commitment to beginning and/or continuing their personal learning journey related to Indigenous-specific racism and dismantling systems of oppression, as well as addressing racism more broadly. Shows willingness to articulate and share their learning experiences to contribute to a culture of motivation and inspiration among peers.
• Demonstrates foundational knowledge of the social, economic, and political realities of settler-colonialism and its impacts on Indigenous peoples and equity-deserving groups within social and health contexts. Understands the impact of social determinants of health-on-health outcomes. Shows a commitment to learning about and upholding legislative obligations and provincial commitments outlined in foundational documents such as the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place: Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan, Remembering Keegan: A First Nations Case Study, the BC Human Rights Code, Anti-Racism Data Act, and the Distinctions Based Approach.

What we bring

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, development, and recognition programs that honour the commitment and contribution of all employees.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Regular, Part-Time

Salary Range: $63,484 - $91,259 annually. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.

Location: 4500 Oak Street, Vancouver BC V6H 2N9

Closing Date: Applications accepted until position is filled

Hours of Work: 08:00-16:00 (Tuesday to Thursday)

Requisition #: 197673E

What we do

The Provincial Health Services Authority (PHSA) plans, manages 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 – Create equity – Be courageous.

Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services

PHSA is committed to anti-racism and equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently excluded groups identified under the B.C. Human Rights Code.

One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes ongoing commitments to Indigenous recruitment and employee experience as well as dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya’k̓ula Team (Indigenous Recruitment & Employee Experience) for support at ***email_hidden***.

Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and exclusion faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and title of BC First Nations and self-determination of all First Nations, Inuit and Métis communities. PHSA is mandated to uphold legislative obligations and provincial commitments found in the foundational documents including the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study.