Job Posting 68751

Administrative and Program Coordinator
West End Seniors' Network Society
Vancouver & Lower Mainland, West End, Vancouver, BC
closes in 4 days (Mon, 8 Mar)
full time  •  Starting Salary: $21.00 / hour

Hours: 32 hours per week

  • Monday, Tuesday, Wednesday and Friday full days
  • Thursday morning

Benefits:

  • Health benefits package (upon completion of probationary period)
  • 3 weeks of vacation per year
  • Support for professional development

Reports to: Executive Director

Mission and Vision

The mission of the West End Seniors’ Network (WESN) is to enhance the quality of life of older adults by providing social, recreational, educational and supportive programs and services that foster connection and inclusion in the broader community. 

The vision of WESN is a Vancouver community that supports and empowers older adults to live involved, healthy and fulfilling lives.

Background

Founded in 1979, WESN delivers a range of programs and services for older adults in the West End, Coal Harbour and Yaletown neighbourhoods of Vancouver.  WESN has over 950 members, more than 250 volunteers, and three locations:

  • Barclay Manor (1447 Barclay Street)
  • Kay’s Place (Denman Place Mall, 118-1030 Denman Street)
  • Clothes and Collectibles Thrift Boutique (Denman Place Mall, 110-1030 Denman Street)

Job Summary

The Administrative and Program Coordinator is responsible for the day-to-day administrative activities of the organization. The successful candidate will be based at Barclay Manor but will provide administrative support at all three locations.

Duties and Responsibilities

Administration

  • Oversee the day-to-day administrative activities of Barclay Manor
  • Regularly open and close Barclay Manor
  • Respond to phone, email and website inquiries
  • Perform and oversee data entry
  • Maintain database of all WESN members and donors, and track statistics
  • Maintain paper and electronic filing systems
  • Receive and process invoices, prepare expense reports, and issue cheques
  • Receive and process memberships and donations, make thank you calls, prepare thank you letters and cards, and issue charitable tax receipts
  • Maintain petty cash, revenue control and float processes and reconciliation at all three locations, and prepare bank deposits
  • Maintain key control processes and office supply inventory at all three locations
  • Support office equipment maintenance at all three locations, including (but not limited to) computers, photocopiers, printers, and multi-line telephone systems
  • Provide regular administrative support at Kay’s Place and Clothes and Collectibles
  • Prepare WESN staff meeting agendas, participate in meetings and take meeting minutes
  • Prepare mailings, forms, manuals, communication materials, and other documents
  • Lead social media account management
  • Assist with website updates and edits
  • Support the Executive Director to prepare for annual financial audit
  • Support fundraising activites and campaigns
  • Organize staff engagement and recognition activities
  • Oversee and administer accounts receivable for newsletter advertising in conjunction with the Manager of Programs and the Bookkeeper
  • Carry out other duties as assigned by the Executive Director

Program and Event Coordination

  • Lead the planning and execution of the Annual General Meeting, including room bookings, member correspondence, registration and other duties
  • Support the collection of and enter participation, evaluation and volunteer data
  • Assist with set-up and take-down as required
  • Make registration reminder phone calls as required
  • Support volunteers and assist with volunteer coverage as required
  • Support other WESN program and service activities and events as required

Reception and Administration Volunteer Coordination

  • Train and schedule volunteers
  • Work closely with the Manager of Volunteer Resources to:
    • Supervise and support volunteers
    • Develop and maintain volunteer position descriptions, interview questions, screening criteria and training materials
    • Organize and lead regular volunteer team meetings, prepare agendas and take meeting minutes as required
    • Organize, oversee and lead orientation and training workshops for volunteers
    • Hold performance evaluation meetings with volunteers and take follow-up action as required
    • Plan and implement volunteer appreciation and recognition activities
  • Collect and enter volunteer data
  • Plan and implement volunteer appreciation activities in conjunction with the Manager of Volunteer Resources
  • Organize and oversee volunteer workshops and training in conjunction with the Manager of Volunteer Resources

Qualifications

Experience, Education and Training

  • Post-secondary education in business or office administration, or equivalent experience
  • Experience working with older adults with a range of physical and cognitive abilities
  • Experience working with volunteers is an asset
  • Personal experience as a volunteer is an asset
  • Experience in the community-based not-for-profit sector is an asset
  • First Aid, CPR and AED training is an asset
  • Class 5 driver licence and FOODSAFE Level 1 certification are assets

Abilities

  • Strong communication and interpersonal skills
  • Excellent oral and written English skills are essential (the ability to speak an additional language is an asset)
  • Strong organizational, administrative and time management skills with attention to detail
  • Work independently and collaboratively with other WESN staff, programs and services
  • Proficient with computer programs, including Microsoft Office (Microsoft Word, Excel, Powerpoint and Access)
  • Keep accurate records and maintain databases
  • Handle cash and receipts effectively and accurately
  • Act professionally with members, clients, volunteers, donors and the general public
  • Stay on task in a busy environment with regular interruptions
  • Proactive, flexible and positive when presented with a new task or challenge
  • Remain calm and think clearly in stressful situations
  • Lift and move furniture and other materials to accommodate program, event and site needs
  • Experience with WordPress and MailChimp
  • Experience with social media (including Facebook, Twitter, Instagram, Hootsuite, LinkedIn and YouTube)
  • Experience with NewOrg, SurveyMonkey, Simply Accounting and Adobe InDesign is an asset

Knowledge

  • Issues and challenges older adults may experience

Conditions of Employment

  • Satisfactory completion of a criminal record check including the vulnerable sector.
  • Normal working hours are scheduled between 8:30am and 5:30pm, Monday to Friday. However, working hours are flexible depending on operational requirements. The ability to work occasional evenings and weekends is required.

Please Note: WorkInNonProfits.ca is not affiliated with and in no way endorses or vets the organization that posted this job. Any links posted within the job will take you to their external site where the same disclaimer applies.

Thanks for looking on WorkInNonProfits.ca and good luck with your job search!