Administrative Systems Specialist
Contract, Part-Time | Sooke Transition House Society

About the Organization

Sooke Transition House Society (STHS) is the only provider of gender-based violence services in Sooke and the Juan de Fuca region. We offer emergency shelter, counselling, outreach, and police-based victim services to women, children, and gender-diverse individuals - grounded in principles of safety, dignity, and choice.

Why This Role Matters

STHS is investing in the strength of its organizational foundation. This role exists to bring order, clarity, and sustainability to administrative and records systems that have grown without dedicated support - so that staff can stay focused on what matters most: supporting individuals and families experiencing violence.

If you're someone who finds genuine satisfaction in creating systems where there were none, this role was built for you.

Position Overview

We are seeking a detail-oriented and systems-focused Administrative Systems Specialist to lead a one-year organizational capacity-building project focused on records management, information systems, and administrative process improvement.

This is a capacity-building contract role. The ideal candidate brings enough professional experience to assess what needs to be done, prioritize independently, and build systems that will outlast their involvement - with the support and direction of the ED, but without requiring close supervision of day-to-day work.

What This Role Is Not
This role is focused on organizational systems, records management, and process improvement. It is not a general administrative support role and does not include reception, bookkeeping, payroll, routine filing, or other day-to-day office administration functions.

Key Responsibilities

Records & Systems Stabilization

• Rebuild and maintain personnel files in accordance with best practices
• Organize and streamline digital and physical organizational records
• Review, archive, and remove outdated or duplicate documents
• Establish consistent naming conventions and file structures, including a records retention and secure shredding system

Information Management

• Create document indexes (e.g., contracts, agreements, compliance deadlines)
• Improve accessibility of key organizational documents
• Ensure information can be easily retrieved when needed

Systems & Process Development

• Document and improve administrative workflows and standard operating procedures (SOPs)
• Support development of clear, consistent administrative processes across the organization

Administrative Preparation Support

• Prepare charitable tax receipts
• Draft standard administrative documents
• Maintain tracking systems for reporting and compliance deadlines

Qualifications

We are looking for someone who:

• Has experience organizing and improving administrative or records systems
• Is highly organized, detail-oriented, and able to work independently
• Is comfortable handling confidential and sensitive information with discretion
• Has strong document management and file organization skills
• Can create clear, practical processes and documentation
• Communicates well and works collaboratively with a small team

Assets:

• Experience in nonprofit, social services, or community-based organizations
• Familiarity with records management or compliance practices
• Experience creating SOPs or operational systems

Position Details

• Contract position, outside the BCGEU bargaining unit (no benefits)
• Hours: Up to 14 hours per week, with some flexibility in scheduling and distribution of hours across weeks
• Rate: $35/hour based on experience
• Term: One year, with option to renew subject to funding
• Start Date: Flexible (anticipated Summer 2026)
• Location: Sooke, BC - some on-site work required due to physical file review

This position is made possible through funding generously provided by the Victoria Foundation's Community Grants Program.

Equity & Inclusion Statement

Sooke Transition House Society is committed to building a diverse and inclusive team. We welcome applications from individuals of all backgrounds, including women in all their diversity, 2SLGBTQIA+ individuals, Indigenous peoples, racialized individuals, and persons with disabilities. We value lived experience and encourage applicants who share our vision of a world free from violence, discrimination, and gender inequality.