Job Description

Job Overview

We are seeking a dedicated and proactive Administrative and Volunteer Services Assistant to support our organization's initiatives and community outreach efforts.

This position will work closely with staff and volunteers to provide administrative, organizational, and logistical support to hospice operations, community programs, and volunteer services as well as coordinate volunteer management processes and support daily administrative workflows. Strong organizational skills, leadership qualities, and effective communication are essential for this position.

Key Responsibilities

1. Administrative Support

Maintain general office procedures, file management, and document organization. Manage data entry for programs, volunteer hours, and statistical reporting. Prepare, assemble, or update administrative documents, forms, and program materials. Support scheduling for community programs, events, and meetings. Provide administrative support for admission documentation and resident onboarding (non-clinical components). Assist with tracking budgets related to community programs and grants (under direction of ED). Provide occasional communication support (drafting emails, coordinating notices, preparing materials). Provide administrative coverage during Executive Director absences as appropriate. Assist with data entry of donations, tax receipt distribution and memorial donation lists.

2. Volunteer Recruitment, Management & Coordination

Recruit, screen, and onboard volunteers for hospice and community programs. Coordinate volunteer schedules based on workflow needs, resident census, and program demand. Maintain volunteer files, documentation, policies, and recordkeeping systems. Provide day-to-day support and supervision of volunteers (onsite and offsite). Oversee volunteer-led programs and projects, offering coaching and mentoring as needed. Track volunteer hours and program statistics; prepare reports as required. Implement volunteer recognition and retention activities, including annual events. Conduct volunteer role evaluations; gather and summarize feedback. Participate in regional and provincial volunteer networks as appropriate. Collaborate with Community Engagement Coordinator for promotion of volunteer events and recruitment drives.

3. Community Program Support (Administrative)

Coordinate logistics for workshops, programs, and educational events (e.g., scheduling venues, registration tracking, setup of events). Support implementation of community programs by managing administrative tasks and volunteer involvement. Assist with meetings for community program volunteers (scheduling, notes, logistics). Handle intake of community program inquiries and route them to the Support and Education Coordinator or Executive Director as needed.

Qualifications

2-3 years administrative experience in not-for-profit or healthcare setting (asset). Strong organizational, time management, and communication skills. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint). Ability to manage sensitive information and maintain confidentiality. Experience coordinating volunteers (asset). Ability to work independently while supporting a collaborative team. Compassionate and positive approach to supporting hospice mission. Valid driver's license and access to a vehicle (asset for events/support).
This role is ideal for motivated individuals seeking hands-on experience in nonprofit work, leadership development, and community service. The Administrative and Volunteer Services Assistant position provides meaningful engagement opportunities while supporting the mission of our organization.

Job Type: Part-time

Pay: $24.50-$26.00 per hour

Expected hours: 20 per week

Benefits:

Dental care Employee assistance program Extended health care Vision care
Work Location: In person

Application deadline: 2025-12-10
Expected start date: 2026-01-05