Administrative Coordinator- Regular Part-Time
About The Position
Smithers Community Services Association (SCSA) is a dynamic non-profit organization with over 50 years of history serving the Bulkley Valley and surrounding communities. With an annual operating budget of approximately $5 million and a team of over 60 employees, SCSA offers a diverse range of programs including supportive housing, homelessness prevention, family support, settlement services, transportation, seniors' services, and community literacy. The organization is committed to continuous improvement, innovation, and responding to evolving community needs, guided by principles of being client-centered, accessible, inclusive, trauma-informed, and accountable. SCSA values equity, diversity, inclusion, Reconciliation, collaboration, integrity, and continuous learning, believing every individual deserves dignity, respect, and the opportunity to thrive. This position is for the Goodacre Place Supportive Housing program, a 22-unit program with a 12-bed emergency shelter, providing both long-term housing and short-term emergency accommodation for individuals experiencing or at risk of homelessness. The program aims to help participants find stability, safety, and belonging, offering shelter, housing support, meals, hygiene services, life skills development, case planning, and connections to community resources in partnership with BC Housing. The goal is to foster greater independence while ensuring participants feel respected, supported, and at home. Goodacre Place collaborates with community partners, healthcare providers, Indigenous organizations, and social service agencies to ensure participants have access to necessary supports.
Requirements
- Grade 12 graduation and a minimum of two years' experience in a similar position or a combination of relevant training and experience.
- Experience working with Microsoft Office 365 and office administration systems.
- Must be legally authorized to work in Canada
- Understand and be committed to terms of confidentiality and sign a pledge of confidentiality.
- Undergo a Criminal Record Check
- Possess a valid Class 5 Driver’s License.
Nice To Haves
- Experience using scheduling software (e.g. Makeshift) is an asset.
Responsibilities
- Provide day-to-day administrative support to the Site Manager and Supportive Housing & Shelter Supervisor.
- Prepare correspondence, reports, meeting agendas, minutes, spreadsheets, forms, and other administrative documents.
- Organize and maintain electronic and paper filing systems, ensuring records are accurate, complete, confidential, and easily accessible.
- Respond to general inquiries and redirect requests to the appropriate staff member.
- Maintain administrative forms, templates, notices, and communication materials.
- Prepare and maintain staff schedules in MakeShift under the direction of management.
- Process routine scheduling updates, including vacation requests, shift swaps, sick calls, and schedule changes.
- Reconcile employee timesheets with scheduled hours and submit payroll documentation within established timelines.
- Coordinate meetings by scheduling rooms, preparing materials, recording minutes, and distributing meeting notes.
- Maintain inventory records for office supplies, housekeeping supplies, participant supplies, furniture, linens, beds, mattresses, emergency supplies, and program equipment.
- Monitor inventory levels and coordinate purchasing to ensure the site remains adequately stocked.
- Assist with receiving deliveries, organizing storage areas, and maintaining accurate inventory records.
- Support routine administrative tasks related to facility operations and site organization.
- Assist with invoices, purchase requests, receipts, expense reconciliations, petty cash, and other routine administrative financial tasks.
- Compile operational statistics, occupancy data, and administrative reports required by management and funders.
- Maintain accurate administrative documentation to support program accountability and compliance with organizational policies and BC Housing requirements.
- Assist in maintaining organized and efficient office systems and administrative processes.
- Identify opportunities to improve administrative workflows and recommend practical efficiencies.
- Work collaboratively with program staff to ensure routine administrative and operational tasks are completed in a timely manner.
- Perform other related administrative duties as assigned.
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What This Job Offers
Job Type
Part-time
Career Level
Mid Level
Education Level
High school or GED
