Are you seeking employment in a fast paced, community based, non-profit organization that truly makes a difference?

Ann Davis Transition Society is a Chilliwack based registered charity, which has been serving women, children, men and youth in our communities for over 35 years. Please check back weekly for updated postings, and new opportunities.

Ann Davis Transition Society – Crisis Intervention Worker

Please respond with cover letter and resume to sbolan@anndavis.org: Attention Executive Director, with Crisis Intervention Worker in subject line.

ADMINISTRATIVE ASSISSTANT VOLUNTEER COORDINATOR

        Maternity Leave position may lead to permanent

Definition:

Under general supervision of the Executive Director, performs, coordinates and oversees technical and office administrative duties in support of the Executive Director and at times staff, including the provision of varied and complex office duties; volunteer staff, and perform other duties as assigned.

Key Duties Admin position: (Duties are illustrative and not inclusive. Individual assignments may vary.)

  • Perform a wide variety of secretarial and administrative duties as required by daily operations, including answering incoming calls.
  • Coordinate office activities in relation to ED and volunteers including schedules; develop and recommend office procedures and systems; ensure smooth office in conjunction with the Finance Administrator.
  • Review and summarize miscellaneous reports and documents; prepare background documents as necessary.
  • Research and analyze routine administrative projects for the Executive Director; prepare first draft reports on routine administrative matters.
  • Review and evaluate mail to identify those items requiring priority attention of the Executive Director.
  • Provide follow up to assignments given to staff by the Executive Director; provide monthly volunteer and admin reports to the Executive Director.
  • Receive and screen communications to the Executive Director and Board Members including telephone calls and e-mail messages, and provide assistance using independent judgment to determine those requiring priority attention; prioritize, channel, and facilitate communication from all sources through the Executive Director’s office. Take minutes in meetings. Adept in use of proper protocols in dealing with all levels of government both written and verbal.
  • Independently respond to letters and general correspondence of a routine nature; clearing with Executive Director.
  • Maintain appointment schedules and calendars for the Executive Director; arrange meetings and conferences.
  • Attend various meetings and take minutes, as directed by the Executive Director.

Key Duties for Volunteer Position

  • Researching and writing volunteer policies and procedures.
  • Liaising with volunteers to understand how they work, develop partnerships and assess their volunteering needs.
  • Generating appropriate volunteering opportunities and role descriptions based on the needs of the organisation.
  • Raising staff awareness of the role and function of volunteers.
  • Ensuring there is appropriate support and training for volunteers.
  • Promoting volunteering (internally and externally) through recruitment and publicity strategies and campaigns, in partnership with the Executive Director.
  • Recruiting volunteers and ensuring they are appropriately matched and trained for a position.
  • Organising rotas and providing inductions and training.
  • Monitoring, supporting, motivating and accrediting volunteers and their work.
  • Celebrating volunteering by nominating volunteers for awards and organising celebration events.
  • Offering advice and information to volunteers
  • Organising profile-raising events to attract new volunteers.
  • Attending committees and meetings as required.
  • Manage Thrift Store float and daily intake with Business Manager
  • Keeping up to date with legislation and policy related to volunteering and making any necessary modifications to accommodate changes.
  • Working with multiple agencies in order to establish good working relationships to influence decisions about volunteering.
  • Generating income, writing funding bids and fundraising to make projects
  • Monitoring and evaluating activities and writing reports for funders and trustees.
  • Maintaining databases and undertaking any other administrative duties.
  • Responsible for all aspects of the volunteer program and initiatives including recruitment, training, placement and evaluation of Volunteers

 

Qualifications:

Licenses/ Requirements:

Criminal record check, able to keep strict confidentiality, signing oath of confidentiality. Class 5 DL and vehicle.

Knowledge of:

Local community organizational structure and functioning; Basic supervisory principles and practices;
Exemplary customer satisfaction skills, including dealing effectively with the public, other agencies and businesses and agency staff, both in person and over the telephone;
Teamwork and developing consensus;
Creative and innovative techniques for performing assignments;
Proper English usage, spelling, grammar, and punctuation;
Business correspondence formatting;
Basic mathematical computations and record keeping;
Time management;
Computer applications related to the work;
Standard office administrative practices and procedures, including the use of standard office equipment;

Skills in:

Performing technical, specialized, complex and difficult office administrative work requiring the use of independent judgment and initiative;
Interpreting and implementing policies, procedures and computer applications related to the work assigned;
Analyzing and resolving office administrative and procedural problems;
Performing basic research and preparing reports and recommendations;
Overseeing projects or programs and/or supervising, monitoring and evaluating the work of volunteers;
Organizing own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with a minimum of direction;
Using initiative and independent judgment within established policy and procedural guidelines;
Providing complex office administrative support in the areas of procurement, budgeting, report preparation and staff and volunteer communication; and
Communicating effectively with co-workers, subordinates, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.