Position: Administrative Coordinator
Reports to: Executive Director
Hours of Work: Full-Time- Monday-Friday 9am-5pm. This is an in office position located in Bowmanville, Ontario. Occasional evenings and weekends may be required to meet program needs.
Contract Length: 1 year (with possibility of extension)
In partnership with our diverse community, Bethesda House provides inclusive, secure emergency shelter, outreach services, survivor-centered advocacy, prevention, education, and other supports to women and their children, empowering them to overcome the fear and oppression resulting from all forms of gender-based violence and abuse.
Position Summary
Bethesda House is expanding its services to include a new site to offer emergency shelter beds for children and youth who have experienced human trafficking. The Administrative Coordinator will support the planning, launch, and ongoing success of this new initiative.
The Administrative Coordinator will provide essential operational and administrative support to ensure the smooth and efficient functioning of our programs. This role supports staff, leadership, and committees through strong organizational systems, documentation management, and coordination of key administrative processes.
Working in a trauma-informed, feminist, and anti-oppressive environment, the Administrative Coordinator helps maintain compliance, safety, and accountability across the organization.
Key Responsibilities
Office & Administrative Operations
- Order and maintain inventory of office, shelter, and program supplies
- Coordinate vendor relationships and track supply budgets
- Maintain organized digital and physical filing systems
- Scan, file, and securely store receipts, invoices, and financial documentation
- Assist with credit card and expense reconciliations
- Support bookkeeping preparation in collaboration with finance staff or external accountant
- Monitor general administrative email and phone inquiries as assigned
Documentation & Records Management
- Update and format organizational documents, including intake forms, consent forms, policy manuals, and program templates
- Maintain version control of policies and procedures
- Ensure documents reflect current legislation, accreditation standards, and best practices
- Support preparation of materials for audits, funder reporting, and board meetings
Staff Training & Compliance Tracking
- Track and coordinate staff training certifications (e.g., first aid/CPR, food handlers, etc)
- Maintain up-to-date training records and renewal schedules
- Notify staff and supervisors of upcoming expirations
- Coordinate registration and documentation for external training opportunities
Health & Safety Coordination
- Provide administrative support and participate in the Health and Safety Committee
- Schedule meetings and prepare agendas/minutes
- Maintain records of incident reports and follow-up actions
- Track workplace inspections and compliance requirements
- Assist with emergency preparedness documentation and drills
Committee & Organizational Support
- Provide administrative support to internal committees as needed
- Prepare meeting materials and take minutes when required
- Support logistics for staff meetings, community events, and outreach activities
Qualifications
- Post-secondary education in Office Administration, Business Administration, or related field (or equivalent experience)
- Minimum 2 years of administrative experience (experience in non-profit or social services preferred)
- Strong organizational and time-management skills
- High attention to detail and ability to manage confidential information
- Proficiency in Microsoft Office and database systems
- Experience with bookkeeping support and expense reconciliation is an asset
- Understanding of gender-based violence, trauma-informed practice, and confidentiality standards
- Ability to work independently and prioritize tasks in a dynamic environment
Core Competencies
- Discretion and confidentiality
- Cultural humility and anti-oppressive practice
- Strong written and verbal communication
- Systems thinking and process improvement mindset
- Reliability and accountability
Work Environment
This position operates within a gender-based violence shelter and outreach setting. The Administrative Coordinator must be comfortable working in a trauma-informed environment and interacting respectfully with staff, volunteers, and occasionally community partners. Direct client work is not a primary responsibility of this role.
Compensation
- Hourly Rate: $25/hour
- Benefits may include: health/dental/vision insurance, paid leave, professional development, flexible scheduling, etc.
Commitment to Equity
Bethesda House is committed to building a diverse and inclusive workforce. We strongly encourage applications from Indigenous peoples, Black and racialized communities, 2SLGBTQIA+ individuals, people with disabilities, and those with lived experience related to gender-based violence.
Pay: $23.00-$26.00 per hour
Benefits:
- Dental care
- Extended health care
- Flexible schedule
- Paid time off
- Vision care
Work Location: In person
