Office Coordinator, Volunteer Resources

Nova Scotia Health Authority; Halifax; Hybrid; CAD 33,000 - 41,000; Part time

Job summary

IWK Health Centre in Halifax, Nova Scotia, seeks an Office Coordinator to provide administrative support to the Volunteer Resources department. You will act as the first point of contact for inquiries about onboarding, opportunities, and donations, and you will direct calls to the correct team member efficiently.

The role requires strong organization, excellent communication, and the ability to adapt to changing priorities while maintaining strict confidentiality.

Qualifications

• Graduate of a recognized office administration program/business program/secretarial program
• Minimum 3 years of administrative experience or equivalent education/training/experience
• Advanced working knowledge in modern office practices, time management, and technology
• High-level proficiency with integrated computer applications such as SAP, volunteer management databases, MS Office Suite, Outlook, Excel and Internet
• Excellent verbal and written skills
• Confidentiality and discretion
• Drafting correspondence and minute-taking
• Ability to multi-task and adapt to changing priorities
• Problem-solving and independent work capability

Responsibilities

• Provide administrative support to the Volunteer Resources department and team members
• Serve as primary point of contact for general information requests and direct callers to appropriate team members
• Assist with volunteer onboarding, opportunities, and in-kind donations inquiries
• Handle changing priorities and interruptions professionally and efficiently
• Maintain confidentiality and high-quality organizational and communication skills
• Draft correspondence and take meeting minutes

Skills

Office administration

Time management

Technology proficiency

MS Office Suite

Outlook

Excel

Internet

Education

Office administration program graduate

Tools

SAP

Volunteer management databases

Job description

Requisition ID: 227323
Department/Program: Volunteer Resources , People Services
Location: Halifax
Type of Employment: Casual Reliefx 1 position(s)
Start Date:
Union Status: Non-union , Management/Non Union Bargaining Unit
Compensation: $ 24.2932 - $ 29.7592 /hour
Closing Date: 2-Oct-26 (Applications are accepted until 23:59 Atlantic Time)

IWK Health is a respected academic health sciences centre located in Halifax, Nova Scotia, providing tertiary and primary care for two million children, youth, adults and families each year across the Atlantic region. We have a team of approximately 4000 employees, physicians, volunteers and learners at sites across Nova Scotia . People build careers with IWK Health with our focus on training and mentorship opportunities. We recognize each other's talent and celebrate our successes. We collaborate in modern facilities or virtually from home, align our work to our values , and enjoy access to enhanced benefits and wellness programs. We are proud to support our patients, families and communities and are grateful for the generous donor support we receive.

Promoting an anti-racist environment, and calling out discrimination as we work and provide care, is important to us. We are located in Mi'kma'ki, the unceded and ancestral territory of the Mi'kmaq people. Working in Mi'kma'ki and providing care to those across Atlantic Canada is a shared privilege with the original inhabitants who have lived here for many thousands years prior to colonization. There are 13 First Nation communities across Nova Scotia, and more than 50 historic African Nova Scotian communities who also have a long, deep, and complex history dating back over 400 years. We have the highest percentage of people with disabilities in the country. Nova Scotia has the highest proportions of transgender and non-binary people than any other province or territory in the country. We are active in our work to eliminate discrimination, but have more work to do to build that trust, acknowledge our biases and reduce the barriers our diverse communities face. We want IWK Health to be a safe and supportive space of equity and belonging in the care we provide and the employment we offer. We welcome all interested persons who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, 2SLGBTQIA+ to apply to support our goal for our workforce to be representative of the patients, families, and communities that we care for at all job levels.

The Opportunity

The Office Coordinator provides administrative support to a department and team members within the IWK Health Centre. The incumbent functions as a primary point of contact for the team responding to general information requests related to the work of the Volunteer Resources department, or referring calls to others as appropriate. These inquiries include but are not limited to questions about volunteer onboarding, volunteer opportunities, in kind donations etc.

In addition, the office coordinator is the first point of contact for everyone who accesses the Volunteer Resources department and they must be able to quickly adapt to changing priorities in their work, effectively handle frequent interruptions and be able to direct people to the correct team member in an efficient and professional manner. Confidentiality is a cornerstone of the work in Volunteer Resources for all team members and is expected at all times. The Office Coordinator is required to have high-quality organizational and communication skills to assist and support the team and department in ensuring the effective and efficient operation of the office on a daily basis.

Hours of Work

Monday-Friday; 8 a.m.- 4 p.m

Your Qualifications

• Graduate of a recognized office administration program/business program/secretarial program
• Minimum 3 years of administrative experience OR a combination of equivalent education, training, and experience. Preference given to candidates who have supported multiple team members in previous employment and have a demonstrated ability to work in diverse and changing environments
• Advanced working knowledge in the use of modern office practices, time management, and technology
• High-level proficiency with integrated computer applications such as SAP, volunteer management databases, MS Office Suite, Outlook, Excel and Internet
• Excellent verbal and written skills
• Demonstrates high degree of, confidentiality and discretion
• Proficiency in drafting correspondence and minute-taking
• Able to multi-task and adjust to changing priorities
• Ability to use problem-solving techniques to resolve situations
• Proven ability to work in a team environment but also independently

Thank you for your interest in IWK Health.

Please note that we only contact applicants selected for interview/testing. If we invite you to participate in an assessment process (such as an interview or testing) you have the right to request accommodation. Please discuss your needs when invited to the assessment process.

This is a Management/Non Union bargaining unit position. Preference is given to bargaining unit employees for unionized positions. Successful applicants changing unions, bargaining units or employment status, are advised to seek clarification regarding their seniority, benefits, and vacation entitlement and/or usage, prior to accepting the position.

An offer of employment is conditional upon the completion and satisfactory results of all applicable background checks and confirmation of credentials.

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