Administrative Coordinator- Regular Part-Time at Smithers Community Services Association

Smithers, British Columbia, Canada -

Full Time

Start Date

Immediate

Expiry Date

26 Sep, 26

Salary

30.0

Posted On

28 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Administration, Financial Administration, Staff Scheduling, Payroll Documentation, Inventory Management, Microsoft Office 365, Report Preparation, Records Management, Time Management, Interpersonal Communication, Problem Solving, Confidentiality

Industry

Non-profit Organization Management

Description

About Smithers Community Services Association For more than 50 years, Smithers Community Services Association (SCSA) has served the Bulkley Valley and surrounding communities. While we are proud of our history, what truly defines us is our commitment to continuous improvement, innovation, and responding to the evolving needs of our community. SCSA is a dynamic non-profit organization with an annual operating budget of approximately $5 million and a team of more than 60 employees. Through a diverse range of programs—including supportive housing, homelessness prevention, family support, settlement services, transportation, seniors' services, and community literacy—we work to create positive and lasting change. Our work is guided by a commitment to being client-centered, accessible, inclusive, trauma-informed, and accountable. We value equity, diversity, inclusion, Reconciliation, collaboration, integrity, and continuous learning. Most importantly, we believe every individual deserves dignity, respect, and the opportunity to thrive. If you are passionate about making a meaningful difference and share our values, we invite you to join our team and help build a stronger, more inclusive community PROGRAM: Goodacre Place Supportive Housing POSITION: Administrative Coordinator JOB TYPE: Regular Part-Time JOB POSTING #: JP-027-2026 WORK HOURS AND SCHEDULE: Shifts are typically 8 hours per day and 16 hours per week. DATE POSTED: June 26, 2026 CLOSING DATE: Until the position is filled. *We will conduct rolling interviews and may close this position if suitable candidates are found. Early submissions are recommended. START DATE: As soon as possible. SALARY RANGE: $28.00 per hour - $30.00 per hour NO: OF POSITIONS: 01 PROGRAM SUMMARY: Goodacre Place Supportive Housing is a 22-unit supportive housing program with a 12-bed emergency shelter that provides both long-term housing and short-term emergency accommodation for individuals experiencing or at risk of homelessness. SCSA has a long history of supporting people experiencing housing instability. Building on our previous shelter operations at Broadway Place, our team is passionate about helping participants and guests find stability, safety, and belonging. Through our partnership with BC Housing, we provide shelter, housing support, meals, hygiene services, life skills development, case planning, and connections to community resources. Our goal is to help individuals move toward greater independence while feeling respected, supported, and at home. Goodacre Place works closely with community partners, healthcare providers, Indigenous organizations, and social service agencies to ensure participants have access to the supports they need to thrive. POSITION SUMMARY: Reporting to the Shelter Supervisor/Site Manager, the Administrative Coordinator provides day-to-day administrative, financial, and operational support for the Goodacre Place Supportive Housing Program and the HEART/HEARTH Shelter Program. The position enables the Site Manager to focus on program leadership, staff supervision, participant services, quality improvement, and strategic priorities. The Administrative Coordinator is responsible for maintaining efficient administrative systems, coordinating program documentation, supporting financial and purchasing processes, preparing reports, maintaining participant records and databases, coordinating staff scheduling and payroll documentation, and ensuring compliance with BC Housing funding requirements and organizational policies. Working collaboratively with program staff and community partners, the position plays a key role in supporting efficient program operations and the delivery of high-quality, participant-centered services. REPORTING RELATIONSHIPS: Reports To: Site Manager, Goodacre Place Direct Reports: None RESPONSIBILITIES: 1. Administrative & Office Support Provide day-to-day administrative support to the Site Manager and Supportive Housing & Shelter Supervisor. Prepare correspondence, reports, meeting agendas, minutes, spreadsheets, forms, and other administrative documents. Organize and maintain electronic and paper filing systems, ensuring records are accurate, complete, confidential, and easily accessible. Respond to general inquiries and redirect requests to the appropriate staff member. Maintain administrative forms, templates, notices, and communication materials. 2. Scheduling & Administrative Coordination Prepare and maintain staff schedules in MakeShift under the direction of management. Process routine scheduling updates, including vacation requests, shift swaps, sick calls, and schedule changes. Reconcile employee timesheets with scheduled hours and submit payroll documentation within established timelines. Coordinate meetings by scheduling rooms, preparing materials, recording minutes, and distributing meeting notes. 3. Inventory & Facility Administration Maintain inventory records for office supplies, housekeeping supplies, participant supplies, furniture, linens, beds, mattresses, emergency supplies, and program equipment. Monitor inventory levels and coordinate purchasing to ensure the site remains adequately stocked. Assist with receiving deliveries, organizing storage areas, and maintaining accurate inventory records. Support routine administrative tasks related to facility operations and site organization. 4. Financial & Program Administration Assist with invoices, purchase requests, receipts, expense reconciliations, petty cash, and other routine administrative financial tasks. Compile operational statistics, occupancy data, and administrative reports required by management and funders. Maintain accurate administrative documentation to support program accountability and compliance with organizational policies and BC Housing requirements. 5. Operational Support Assist in maintaining organized and efficient office systems and administrative processes. Identify opportunities to improve administrative workflows and recommend practical efficiencies. Work collaboratively with program staff to ensure routine administrative and operational tasks are completed in a timely manner. Perform other related administrative duties as assigned. QUALIFICATIONS: Grade 12 graduation and a minimum of two years' experience in a similar position or a combination of relevant training and experience. Experience working with Microsoft Office 365 and office administration systems. Experience using scheduling software (e.g. Makeshift) is an asset. SKILLS AND ABILITIES: 1. Organization & Time Management Exceptional organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment. Strong attention to detail and commitment to producing high-quality, accurate administrative work. Ability to prioritize routine administrative tasks while responding effectively to changing operational needs. 2. Communication & Interpersonal Skills Excellent verbal and written communication skills with the ability to interact professionally and respectfully with participants, staff, community partners, contractors, and the public. Strong customer service skills with the ability to respond to inquiries in a courteous, timely, and solution-focused manner. Ability to work collaboratively as part of a multidisciplinary team while supporting a positive workplace culture. 3. Administrative & Technical Skills Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and the ability to quickly learn new software and information management systems. Experience maintaining electronic and paper filing systems, scheduling software, inventory records, and administrative databases. Ability to prepare reports, spreadsheets, meeting minutes, and other administrative documentation with a high level of accuracy. 4. Problem Solving & Judgment Strong organizational problem-solving skills with the ability to identify administrative issues, recommend practical solutions, and improve workflow efficiency. Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism and discretion. Ability to work independently with minimal supervision while recognizing when issues require management direction. 5. Adaptability & Professionalism Dependable, adaptable, and able to manage competing priorities in a dynamic supportive housing and shelter environment. Commitment to maintaining a professional, organized, and service-oriented workplace. Demonstrated flexibility and willingness to support the operational needs of the program as required. ADDITIONAL REQUIREMENTS: Must be legally authorized to work in Canada Understand and be committed to terms of confidentiality and sign a pledge of confidentiality. Undergo a Criminal Record Check Possess a valid Class 5 Driver’s License. The Smithers Community Services Associations ensures equitable, objective hiring processes based on merit. Committed to diversity within our community and our staff, we welcome all applications, including those from visible minority members, Indigenous persons, persons with disabilities, persons of any sexual orientation or gender identity, and other individuals not listed here who may contribute to our inclusive practice and the further diversification of ideas. REVISED DATE: June 2026 ID: JD-2026-009

Responsibilities

Provides day-to-day administrative, financial, and operational support for the Goodacre Place Supportive Housing and HEART/HEARTH Shelter programs. Responsibilities include managing staff schedules, payroll documentation, inventory, and maintaining participant records to ensure compliance with BC Housing requirements.