Job Description

Organization Overview

Island Deaf and Hard of Hearing Centre (IDHHC) a non-profit organization, has supported Deaf, DeafBlind, hard of hearing, and hearing communities across Vancouver Island, the Gulf Islands, and now throughout British Columbia for nearly 35 years. The rapidly growing organization provides leadership, innovative solutions, and services that engage and educate communities, strengthen families, and combat isolation.

Our Administrative Coordinator plays a pivotal role in being first point of contact to assist clients and the community in accessing services. Focusing on client-centered service this position engages with the public, clients, staff and volunteers with warmth and professionalism as you juggle multiple demands and manage our busy front office. This key front-desk role is ideal for someone who has worked in a hearing clinic or similar healthcare setting while recognizing this organization is more than just a hearing clinic as we provide a wide variety of programs and services to a broad spectrum of individuals.

Key Responsibilities

First point of contact for our clients while providing them with the best customer service in the industry:

Greeting clients, answering the telephone, answering client queries, referring to appropriate team member or services, assisting with information
Manage clinic appointments and support the Employment team:

Maintaining clinician's schedules, triaging appointments Changing appointments to accommodate client and clinic needs Contacting existing clients to schedule / re-schedule appropriate appointments
General maintenance the office:

Tidying and organizing Assistive Listening Device (ALD) displays and reception area Maintaining and ordering office and clinic supplies
Administrative support to the team as you manage the front office:

Registering new clients, guiding new clients through intake forms Maintaining files including creating, organizing and filing Shipping and receiving / couriers and mail Creating and sharing group emails, event information and surveys to clients Assisting with hosting and organizing local events Preparing orders for fittings Providing basic hearing aid maintenance including cleaning, checks and tubing changes Performs other work-related duties as required

What you bring

You work well as a member of a team with strong ability to function independently You are a self starter with a strong work ethic, a relationship-centered approach, and a commitment to excellence in client service You have exceptional ability to manage multiple tasks, prioritize effectively, meet deadlines and have a proven track record of delivering results You excel in a collaborative, hands-on environment where everyone contributes, and you're always willing to roll-up your sleeves to get the job done You are purpose-driven, motivated by helping our team members thrive, and helping us to achieve our goals

Required Qualifications

Completion of college/ vocational / medical or technical training or equivalent combination of education, training, and experience Three to five years of experience in office administration and/or operations experience, preference in a medical / dental or audiological setting Experience in databases, CRM, Office 365 and internet research Experience with QuickBooks and other financial software Knowledge and experience with multiline switchboards, computers, printers & faxes Experience using video conferencing & virtual platforms like zoom, MS Teams & facetime Preference given to candidates with knowledge of Deaf Culture, conversational American Sign Language, and hearing loss and its implications Some travel is required so a valid driver's license and a reliable vehicle are required A criminal record check for working with vulnerable populations is a condition of employment

Skills and Abilities

Exceptional attention to detail; excellent organizational, multi-tasking and analytical skills To think critically, creatively, and strategically when establishing customer needs and developing solutions Capacity to learn new processes and retain information Effective problem-solving skills, organizational and project management skills Strong ability to meet deadlines and follow jobs through to completion Well-developed written and verbal communication skills Self-motivated drive to accomplish program/agency goals Proficient computer skills Proofreading and accuracy in spelling and grammar

Work Environment

Office-based position

in Nanaimo, B.C. with occasional travel to Victoria, B.C. Standard work week:

35 hours per week (Monday to Friday)

with occasional weekends and/or evenings

Compensation and Benefits

Salary Range: $50,000 - $55,000

We offer a competitive salary and benefits package, including 100% employer-paid health benefits. Vacation starting at 3-weeks/year.

Application Process

Interested candidates are invited to email a

resume and cover letter

in confidence to Amanda Windle: amanda@idhhc.ca by

July 15th, 2025 1:00 p.m.

Interviews will begin immediately.

Only those shortlisted will be contacted.

Equal Opportunity

Island Deaf and Hard of Hearing Centre is an equal opportunity employer. We value diversity in our workplace. We are committed to building an inclusive and respectful work environment and encourage candidates of all backgrounds to apply.

Job Type: Full-time

Pay: $50,000.00-$55,000.00 per year

Benefits:

Dental care Extended health care Vision care
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 2025-07-16