Administrative Coordinator – Family Support Services

AdministrativeCoordinator - Family Support Services

Location: Abbotsford Hospice & Hybrid

Reporting to: Director, Family Support Services

Job status: PermanentPart-time 0.75 FTE (56.25 hours bi-weekly)

Compensation: $56,712 - $62,149 (pro-rated to 0.75FTE)

We wantour staff to "thrive” not just survive, so Canuck Place is committed to livingour values of care exceeding not just minimum wage but living wage in B.C. Thismeans that regardless of role our entry level salary is a minimum of $25.64 perhour equivalent to $50,000 full-time annually.

YOUR ROLE

JOB SUMMARY

Underthe direction of the Director, Family Support Services, the Administrative Coordinatorsupports a variety of administrative functions including calendar support,scheduling, meeting organization and support, information management etc. forthe Counselling and Family Engagement teams. Supports the development anddocumentation of administrative and operating processes for the newly formedFamily Support Services portfolio. Ahigh degree of professionalism, compassion and ability to act as a positiveambassador for the department and organization is crucial. This is a hybridrole, preferably working on-location at the Abbotsford hospice 3days/week.

RESPONSIBILITIES
• Providesadministrative support that respects confidentiality and ensures thatadministrative matters are organized and dealt with in a professional manner.
• Managescalendars and schedules meeting for the Family Support Services Director andother clinical leaders as requested
• Organizesmeetings for counseling and family engagement, sets up virtual meetings,meeting rooms, video conference equipment. Key coordinator for virtualmeetings. Records and disseminates meeting minutes as required.
• Respondsto incoming telephone and email requests for Counseling and Family Engagementand directs inquiries to appropriate individuals.
• Supportsdata and information-collection processes as needed for Counseling and FamilyEngagement teams.
• Supportscreation and maintenance of schedules, including clinical, on-call, vacationetc.
• SupportsFamily Support Services team communication and information management; includesdeveloping efficient information-sharing processes using availabletools/applications (Confluence, Teams, or similar).
• Supports developmentand documentation of Family Support Services administrative and operatingprocesses. Applies a continuous-improvement mindset; identifies opportunitiesto refine processes and makes process improvement recommendations to the Director
• Incoordination with other administrative roles, supports the needs of FamilyEngagement processes and time-limited projects
• Supportsmanagement of mailing lists and communication direct to families
• Maintainsan organized electronic filing system for the Counselling and Family Engagementprograms.
• Ordersinventory supplies as needed
• Submits Finance information/reports asneeded.
• Collaborates with administration team to provideback up and cross-coverage as needed

• Assumes other related responsibilities, as assigned.

EDUCATION AND EXPERIENCE
• A level ofeducation, training and experience equivalent to a Diploma in ProjectManagement, Administration or Bachelor's degree in Health, Education, Communicationand/or related discipline
• Three (3)to five (5) years' experience or an equivalent combination of education,training and experience.
• Thinksanalytically and conceptually; questions and challenges the status quo toidentify issues, solve problems and design and implement effective processesacross systems and stakeholders.
• Works wellindependently as well as a member of a team with changing priorities.
• Creates anengaging environment where others have meaningful opportunities and theresources to fulfill their expected responsibilities.

QUALIFICATIONS

What youbring to the role:
• Excellent verbal and written communication skills
• Commitment to excellent customer service and familycentered care in a fast-paced, diverse and emotionally sensitive environment
• Ability to communicate with internal and external partners in a mannerthat promotes positive and respectful relationships.
• Ability to handle sensitive and confidentialinformation; exercises high level of judgement, tact and discretion in bothinternal and external interactions.
• Strong administration support skills, includingbusiness correspondence
• Well versed in MS Office (Outlook, Word, Excel,Teams etc.)
• Familiarity with creating and editing online teamworkspace sites, such as Confluence, Sharepoint, etc.
• Detail oriented and maintains high level oforganizations
• Adept at handling multiple priorities whilemaintaining attention to detail
• Calm, professional, pleasant demeanor particularlyin the face of distractions, shifting priorities and stressful situations
• Demonstrated ability to work independently, as wellas a collaborative member of an interdisciplinary team
• Experience in similar environment (health care,non-profit) is an asset
• Valid driver's license and clear driving recordwill be an asset

You have:
• High integrity; creativity; balance, good judgment andobjectivity; high vision and conceptual capabilities; consultative, facilitateand collaborative; sense of humor.
• Excellent time management skills.
• Demonstrates flexibility that allows you to work with highenergy, creative people.
• Able to thrive and effectively manage priorities in achanging, ambiguous environment.

Please note:
• Evidenceof Health Canada approved vaccinations must be provided prior to your first dayof work.
• Flexibilityis necessary, as this position may require occasional weekend and evening workand travel within and outside the Lower Mainland.

RECRUITMENT PROCESS

We understand that therecruitment process is not a one size fits all, our inclusion values andflexibility extend to your hiring experience. Canuck Place iscommitted to providing inclusive access and accommodations throughout theapplication and selection process. We are continuously working to improve oursystems, policies, and practices to ensure our employees, in all theirdiversity, can succeed. Should you require accessibility accommodation throughthe recruitment process, please contact our People & Culture team [email protected] and we will work with you to meet your needs.

Canuck Place Children'sHospice hires on the basis of merit and is stronglycommitted to equality and diversity within its community and to a welcoming andinclusive workplace. We especially welcome applications from Indigenouspersons, visible minority group members, persons with disabilities, people ofall sexual orientations, genders and gender identities, members of the2SLGBTQIA+ community.

APPLICATION PROCESS

Please submit your cover letter and yourresume. Thisposition will remain open until filled. Wethank all applicants for their interest; however, only those candidates whohave been short-listed will be contacted.