QVCC is committed to employment equity and inclusion. We strongly encourage applicants who increase the diversity of our staff team and have the ability to engage diverse communities in a safe and supportive way. Indigenous identity is considered an asset for this position.
Please send resume and cover letter to: [email protected] with the subject line “Admin Coordinator”. Applications may also be dropped off in person at 901 Kings Road. Though we thank all applicants, only those selected for an interview will be contacted.
Job Title: Administrative Coordinator – Human Resources & Operations
Reports to: Executive Director
Role: Provides human resources and administrative support to the Executive Director and agency staff.
Key Duties and Responsibilities:
- Works with Program Leads to determine postings for agency positions, tracks and maintains applications, and oversees the administrative function of the recruitment process
- Orientates new hires to agency policies, procedures, safety, and security measures
- Interviews, supervises, and trains administrative staff and volunteers
- Creates and maintains electronic and manual personnel files for staff team and practicum students
- Provides time-sensitive employment information to the Payroll department
- Conducts exit interviews with departing staff
- Maintains reporting requirements regarding Performance Development for all agency staff
- Assists Program Leads by assembling information and feedback to develop and complete program specific employee manuals
- Creates an annual training schedule for the agency, scheduling workshops and facilitators, and assists in the training of Human Resources skills to supervisors
- Ensures compliance with all policy, procedural, safety, and security protocols, in conjunction with program leads and the Facilities Coordinator
- Researches, drafts, and develops possible policies & procedures based on gaps identified by the Executive Director.
- Participates in and organizes meetings for the Occupational Health & Safety Committee
- Leads the Staff Acknowledgement Committee
- Coordinates administrative and clerical functions of the agency, performing a range of duties often involving material of a confidential nature
- Organizes and schedules team meetings, completing and posting minutes, and completing preparations for the Annual General Meeting, including notices, food, recording attendance
- Maintains membership forms, active membership list and follows up for renewals
- Maintains an administrative filing system, both electronic and manual, for the agency
- Opens, sorts, and distributes mail and emails received. Produces and distributes correspondence memos, letters, and forms
- Prepares donation tax receipts for in-kind donations
- Obtains and tracks quarterly and annual reports and statistical data from Program Leads
- Assists with the completion of funding applications, proposals and reports, or ensures that they are completed by applicable staff to meet scheduled deadlines
- Assists in the development, tabulation and manual data entry of paper copies of agency surveys as prioritized by the Executive Director
- Assists with the functioning of computers, software, licences, and relative equipment for staff and community use, responding to requests for repair, replacement, and assistance, in conjunction with, or in the absence of, the Facilities Coordinator
- Maintains office supplies inventory by determining needs and overseeing placement of orders, in conjunction with Reception staff
- Actively participates on committees for annual events such as Quadra Village Day and Winter Dinner by assisting with permits, notices, and approvals required.
- Maintains community and program related notices in the community kiosk and at the Centre
- Responds to general inquiries, by phone and in person, regarding QVCC and shares in the physical work of maintaining the Centre
- Shares social media duties with the Community Programs Coordinator and updates the QVCC website for all employment postings and any edits requested by the Executive Director
- Participates to ensure a safe environment; observes potential hazards; remedies and/or reports to the appropriate person
- Performs other related duties as required by the Executive Director and/or Program Manager
Qualifications:
- Commitment to anti-oppressive, decolonial, and anti-racist practice
- Ability to work with integrity and respect in a diverse, multi-cultural community centre
- Demonstrated work experience and abilities in an administrative or HR management role: or a combination of training, education, and experience in a related field such as HR or Business Administration
- Ability to maintain neutrality and a high level of confidentiality surrounding personnel matters
- Demonstrated skills in general office duties: filing and clerical procedures; skilled typing and document/report preparation and layout; knowledge of personal computer applications
- Demonstrated supervisory skills and experience with paid and/or volunteer staff, with the ability to guide and motivate
- Excellent time management skills and the ability to prioritize work
- Strong organization and problem-solving skills; keen attention to detail
- Superior oral and written communication skills: excellent interpersonal and collaborative ability
- Ability to work under pressure of deadlines and with frequent interruptions
- Computer proficiency, including SharePoint, Word, Excel, PowerPoint, Adobe Pro and Canva
- Minimum typing speed 40-60 WPM
Benefits and Remuneration:
- $29.64 per hour to start, increases with tenure
- 3 weeks paid vacation (per full year worked)
- Eligible for full Extended Health, Dental, AD&D, Life Insurance, and matching RRSP contributions
- Immediate enrollment in the Employee & Family Assistance Program
- Paid training & development suitable to position
Hours of Work:
- 28 hours per week, with a regular schedule approved by the Executive Director, with limited evenings and/or weekends when required
- Schedule built around regular hours of operations, community events, and agency needs
Vulnerable Sector Criminal Record Check required
Closing Date: June 19, 2026
Please send resume and cover letter to: [email protected] with the subject line “Admin Coordinator”. Applications may also be dropped off in person at 901 Kings Road. Though we thank all applicants, only those selected for an interview will be contacted.
Thanks for your interest in working with us!
At Quadra Village Community Centre, we value our dedicated staff team and pride ourselves on being a good organization to work for and making a difference in our community.
Pay: From $29.64 per hour
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care
Work Location: In person
