Administrative Coordinator – Family Support Services

at  Canuck Place Childrens Hospice

ADMINISTRATIVE COORDINATOR – FAMILY SUPPORT SERVICES

Location: Abbotsford Hospice & Hybrid
Reporting to: Director, Family Support Services
Job status: Permanent Part-time 0.75 FTE (56.25 hours bi-weekly)
Compensation: $56,712 - $62,149 (pro-rated to 0.75 FTE)
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.

JOB SUMMARY

Under the direction of the Director, Family Support Services, the Administrative Coordinator supports a variety of administrative functions including calendar support, scheduling, meeting organization and support, information management etc. for the Counselling and Family Engagement teams. Supports the development and documentation of administrative and operating processes for the newly formed Family Support Services portfolio. A high degree of professionalism, compassion and ability to act as a positive ambassador for the department and organization is crucial. This is a hybrid role, preferably working on-location at the Abbotsford hospice 3 days/week.

EDUCATION AND EXPERIENCE

• A level of education, training and experience equivalent to a Diploma in Project Management, Administration or Bachelor’s degree in Health, Education, Communication and/or related discipline
• Three (3) to five (5) years’ experience or an equivalent combination of education, training and experience.
• Thinks analytically and conceptually; questions and challenges the status quo to identify issues, solve problems and design and implement effective processes across systems and stakeholders.
• Works well independently as well as a member of a team with changing priorities.
• Creates an engaging environment where others have meaningful opportunities and the resources to fulfill their expected responsibilities.

RESPONSIBILITIES

• Provides administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
• Manages calendars and schedules meeting for the Family Support Services Director and other clinical leaders as requested
• Organizes meetings for counseling and family engagement, sets up virtual meetings, meeting rooms, video conference equipment. Key coordinator for virtual meetings. Records and disseminates meeting minutes as required.
• Responds to incoming telephone and email requests for Counseling and Family Engagement and directs inquiries to appropriate individuals.
• Supports data and information-collection processes as needed for Counseling and Family Engagement teams.
• Supports creation and maintenance of schedules, including clinical, on-call, vacation etc.
• Supports Family Support Services team communication and information management; includes developing efficient information-sharing processes using available tools/applications (Confluence, Teams, or similar).
• Supports development and documentation of Family Support Services administrative and operating processes. Applies a continuous-improvement mindset; identifies opportunities to refine processes and makes process improvement recommendations to the Director
• In coordination with other administrative roles, supports the needs of Family Engagement processes and time-limited projects
• Supports management of mailing lists and communication direct to families
• Maintains an organized electronic filing system for the Counselling and Family Engagement programs.
• Orders inventory supplies as needed
• Submits Finance information/reports as needed.
• Collaborates with administration team to provide back up and cross-coverage as needed
• Assumes other related responsibilities, as assigned.

WHAT YOU BRING TO THE ROLE:

• Excellent verbal and written communication skills
• Commitment to excellent customer service and family centered care in a fast-paced, diverse and emotionally sensitive environment
• Ability to communicate with internal and external partners in a manner that promotes positive and respectful relationships.
• Ability to handle sensitive and confidential information; exercises high level of judgement, tact and discretion in both internal and external interactions.
• Strong administration support skills, including business correspondence
• Well versed in MS Office (Outlook, Word, Excel, Teams etc.)
• Familiarity with creating and editing online team workspace sites, such as Confluence, Sharepoint, etc.
• Detail oriented and maintains high level of organizations
• 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
• Demonstrated ability to work independently, as well as 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 record will be an asset