Career Opportunities

Do you want to work in a compassionate, caring environment?

Do you have three to five years of administrative experience, preferably in the non-profit sector?

The Victoria Brain Injury Society is dedicated to providing support, education and advocacy to people with brain injuries and their families. We pride ourselves on having a relaxed, positive office environment where people feel free to be themselves. You are the right person to join our team if you are used to wearing many hats and can remain grounded and calm despite being pulled in multiple directions.

This is a full time, permanent position with three weeks vacation and full benefits. This is a 35 hour per week position, salary commensurate upon experience. Hours of work are flexible but clients are seen by appointment only from Monday – Thursday, 10:00 AM – 3:00 PM.

QUALIFICATIONS

• Minimum 3-5 years of administration experience preferably in the non-profit sector
• Excellent and professional verbal and written communication skills
• Proficiency in using Microsoft applications including Excel, Word and Outlook
• Ability to create a safe and supportive environment for clients and maintain a calm and professional demeanor
• Extremely well-organized with great time management skills to schedule administrative workload
• Ability to work both independently and within a team, to take initiative, and to prioritize work even when there are frequent interruptions
• Aware of, and sensitive to, cultural, ethnic and economic diversity; skilled at handling clients who are experiencing challenges related to mental health and/or substance misuse
• Ability to interpret verbal and non-verbal behaviour, to develop accurate perception and understanding of others’ feelings, needs, values and opinions
• Open to reflective practice, learning, growth and development
• Approachable, helpful, positive and solution-oriented
• A criminal record check is required
• Capacity to learn new skills and software

Additional Skills and Attributes

• Experience with Simply Accounting software
• Experience working with volunteers
• Knowledge and understanding of acquired brain injury

 DUTIES AND RESPONSIBILITIES                                                   

General Administration

• Create a positive image of the Society by responding to inquiries via email, phone and walk-in’s, and effectively communicating information on programs and key messages to members, the public, other societies and government sectors
• Liaise with and follow procedures for government and funding agencies to ensure the Society is meeting requirements to stay in good standing
• Interface between VBIS and external providers, e.g. insurance agents, landlord, benefits provider on a day-to-day basis
• Provide administrative support to Executive Director
• Open and distribute mail
• Maintain Outlook diaries – develop as required
• Prepare letters and emails for events/campaigns, as required
• Support Executive Director in maintaining website – training in WordPress will be provided.
• Support in the development of communication materials emails, newsletters etc. that communicate activities within the organization.
• Support the development and publication of social media content – Facebook, Twitter, etc.
• Prepare general– and member–specific correspondence; prepare outgoing mailings and maintain adequate postage, envelopes, etc.
• Maintain records of staff including contact list, annual CRC declarations, flu shots etc.
• Arrange and manage logistics for special projects and events as arranged with the Executive Director (e.g. AGM, Annual Picnic, Gala) – keep comprehensive records for future reference
• Archive records
• Maintain adequate office, facility and program supplies
• Coordinate the repair and maintenance of office equipment, such as telephone, photocopier, etc., calling in external professional assistance as needed
• Locate furniture/equipment as required
• Develop and maintain Policies and Procedures Process
• Service ID Card and Bus Pass requests

Database

• Maintain electronic documents filing systems, address lists and databases according to established policies and procedures
• Ensure data is kept current; develop and grow system of cleaning data, building data, expanding usage of database
• Extract and compile data for various purposes as required

Financials

• Coordinate financial processes for entire office
• Maintain Society financial records with regard to purchases, payments, deposits, reconciling bank statements and payroll entries; prepare and distribute deposits and accounts payable, and invoices receivable; maintain, balance and reimburse petty cash
• Prepare financial reports for funding sources and monthly board meetings; assist Executive Director in preparation of annual budget
• Prepare bank deposit and arrange to take to bank
• Prepare a monthly bank reconciliation for review by the ED

Fundraising/Donor Relations

• Field communications from donors/ potential donors in an effective and professional manner
• Have efficient system of thanking donors
• Arrange logistics for campaign and other mailouts – keep comprehensive records
• Ensure proper processing of donations and issuing of CRA tax-receipts

Volunteer Coordination

• Recruit, screen and refer volunteers to appropriate program areas
• Ensure all volunteers are trained and supervised appropriately and provide them with ongoing support
• Communicating with prospective new volunteers to interview them, exploring their interests, skill sets, availability – trying to find ‘good fit’ and arranging appropriate paperwork
• Developing and maintaining job descriptions for all volunteers
• Ongoing communication with all volunteers – both actually volunteering and/or potentials
• Communication with staff regarding their volunteer needs and obtaining feedback on current volunteers
• Develop and maintain stats on volunteers hours and numbers
• Develop and maintain orientations for interested/potential volunteers
• Develop and maintain feedback/satisfaction surveys and evaluations for volunteers

Interested candidates should e-mail their resume and cover letter, with “Office Manager Contract” in the subject line to:

Pam Prewett, Executive Director
Victoria Brain Injury Society
pamp@vbis.ca

Application Deadline: Friday, November 13, 2020

We thank all applicants for their interest however, due to volume, we can only contact those selected for interviews.

The Victoria Brain Injury Society is committed to employment equity and encourages people living with a brain injury, visible minorities and persons with culturally diverse backgrounds to apply and self-identify. We encourage applications from candidates who reflect the diversity of our community.