Job Description

Coordinator, Administration and Volunteer Resources (Auxiliaries)

BC Children's Hospital

Vancouver, BC

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.

Are you efficient and organized, with a passion for volunteering? Provide administrative support to the Manager, Volunteer Services at BC Children's Hospital.

What you'll do

• Answer all incoming enquiries and respond to requests for general information, donations, and volunteer reassignment and schedule changes.
• Schedule committee meetings for Auxiliaries and other committees as requested. Ensure collation, printing and distribution of reports.
• Open, direct and/or read routine mail/messages to ensure prompt response by appropriate parties. Provide and/or acquire supporting documentation, and compose and sign routine correspondence.
• Monitor and order stationary and office supplies, maintain filing system, and create and monitor department appointments, meetings, and presentations.
• Maintain volunteer database and record such as spreadsheets, schedule, donation information, correspondence, Auxiliary membership fees, and receipts and departmental statistics. Collect Auxiliary membership dues, issue receipt and maintain records for auditing purposes.
• Maintain and manage department petty cash allocations including expenditures and reimbursement requests and reports to PHSA. Act as signing authority on behalf of the department for routine expenditures. Assist with budget development, monitor expenditures and reports on variances.
• Provide support to Hospital by screening applicants, conducting interviews and reference checks and selecting appropriate individuals for volunteer assignments. Provide orientation and training to volunteers, ensuring criminal records check compliance and completion of PHSA Privacy training. Supervise volunteers, monitor performance, follow up on any issues or concerns and take appropriate disciplinary action.
• Maintain and update volunteer schedules, and manage volunteer coverage by staffing Auxiliary Gift Shops with on-call volunteers as required. Provide monthly reports regarding attendance and absenteeism.
• Manage the daily operations within the designated volunteer check- in stations, ensuring that volunteer vests, name tags and identification are prepared and available for all volunteers.
• Manage all bookings, and monitor and track revenues received from the site- wide Vendor Program.
• Work with Manager, Volunteer Services to ensure services provided by volunteers are meeting established objectives and outcomes.
• Assist Managers in developing the budget for their specific program area by reviewing anticipated expenditures, and providing recommendations.
• Communicate with volunteers to ensure they are kept up-to-date on procedural and program changes through newsletters, memos, emails and meetings.
• Review and recommend new and updated volunteer job descriptions, procedures and guidelines within volunteer services.
• Plan and implement volunteer recognition events and activities which are appropriate to each demographic. Respond to requests for references and provide letters of confirmation validating volunteer hours, assignments and activities.
• Manage a variety of donor relationships for in-kind and monetary contributions, and work closely with the Hospital foundations to determine appropriate donor stewardship.

What you bring

• A level of education, training, and experience equivalent to a Diploma in a related field supplemented by course work in advanced word processing, spreadsheet and database applications, and two years of related experience including at least one year of experience supervising volunteers in a health care setting.
• Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, prioritize workload, and to be flexible to meet and adapt to changes in organizational priorities.
• Demonstrated ability to exercise good judgment, plan and organization. Demonstrated ability to communicate effectively both verbally and in writing including the ability to respond diplomatically to both internal and external inquiries.
• Demonstrated ability to supervise and provide guidance and direction to others. Ability to work as a team member in a cooperative and supportive manner. Ability to interact with a variety of people and personalities and to provide motivation and encouragement to volunteers.
• Demonstrated teaching skills.
• Ability to take initiative and work with minimal supervision.
• Physical ability to perform the duties of the job.

What we bring

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That's why we're focused on your care too - offering health, wellness, development programs to support you - at work and at home.

• Join one of BC's largest employers with province-wide programs, services and operations - offering vast opportunities for growth and development.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San'yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Perks include access to fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.

Job Type: Regular Part-Time (0.60 FTE)
Wage: $54,429.00 - $78,241.00 / year. The starting salary for this position would be determined with consideration of the successful candidate's relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.
Location: 4500 Oak Street, Vancouver
Hours of Work: Thursday, Friday, Saturday, 0830-1630
Requisition # 135446

What we do

BC Children's Hospital is part of the Provincial Health Services Authority (PHSA). (BCCH) provides care for the most seriously ill or injured children and youth from across British Columbia.

The Provincial Health Services Authority ( ) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people - Be compassionate - Dare to innovate - Cultivate partnerships - Serve with purpose.

Learn more about PHSA and our programs:

PHSA is committed to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, background and experience, and value a safe, inclusive and welcoming environment.

ATTN: PHSA Employees:

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at

Please note the internal job posting will no longer be accessible after the expiry date of November 11, 2022. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.

If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday - Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at and a Help Desk Representative will contact you the next business day.

Labor Agreement Excluded
Requisition # 135446-2388617
Work Site 4500 Oak Street, Vancouver
Job Type Regular, Part-Time
Salary/Rate $54,429.00 - $78,241.00 / Year
FTE .60
Hours of Work 0830-1630
Work Days Thu, Fri, Sat
Expiry Date