Administrative Coordinator

Position: Administrative Coordinator

Reporting To: Executive Director

Salary and Hours: Full-Time, Permanent (35 hours)

$27.50/hour, plus health & benefits after probation

About Us

Psychiatric Survivors of Ottawa (PSO) is a member-driven, peer-run, local non-profit organization specializing in mental health and substance use health peer support services. We believe that people with lived and living experience can create connections and build community by supporting each other through our shared experience of accessing support/s through the mental health system. Our organization and services are created by and offered by peers with their own lived and living experience in mental health and/or substance use health.

We are currently recruiting an Administrative Coordinator to provide the organizational backbone for PSO. This role ensures the smooth day-to-day operation of our office and programs by managing systems, communications, and event logistics, while supporting staff, members, and community partners. In line with our mission, all staff members at PSO are required to have lived experience with mental health and/or substance use health, including administrative positions. Having your own lived experience will be critical when interaction with the members of the PSO community.

At PSO, we want our staff members to reflect the diverse community that we service and are a part of. Candidates who identify as belonging to 2SLGBTQIA+, BIPOC, and/or having other marginalized identities will be prioritized.

About This Role

As Administrative Coordinator, you will manage the info inbox and calendars, maintain membership and group registrations, coordinate events and communications (newsletter and social updates), support HR onboarding and training logistics, liaise with IT/phone/internet/payroll vendors, and prepare materials such as Board packages and survey documentation. You’ll bring strong organization, clear communication, and a service mindset to keep operations running smoothly.

Applicants must have lived experience with mental health and/or substance use, and be able to engage empathetically in a non-clinical support role. This role is grounded in active listening and the sharing of lived experience. You’ll offer meaningful, non- judgmental support, helping people feel heard and understood during what could be a very difficult experience. Supporting staff will involve using a combination of these values while also meeting organizational needs.

Key Responsibilities

1. Office & Member Administration

• Manage PSO’s info email inbox, filtering and responding to inquiries.
• Maintain membership data, calendars (vacation, time away, room bookings), and group registrations.
• Order and maintain office, lounge, and event supplies.
• Provide general administrative support for organizational events, trainings, and meetings

2. Event & Communications Support

• Assist with event logistics, registrations, and staffing.
• Set up and host Zoom groups/meetings (including breakout rooms and participant chat settings) and support large online sessions (~30 participants).
• Coordinate major in-person events (e.g., AGM ~40 attendees; Holiday Dinner ~120 attendees), including venue booking on-site and negotiating catering agreements.
• Track event registrations in Excel and maintain accurate participant lists and contact information.
• Draft and distribute the monthly newsletter; post cancellations/urgent updates on social media.
• Support preparation of internal and external communications (letters, emails, kits, outreach materials).
• Provide administrative support for PSO’s participation in community events, outreach, and volunteer engagement

3. Human Resources & Onboarding

• Prepare and maintain hiring and interview kits, new staff onboarding packages, and training materials.
• Pre-screen resumes and conduct reference checks during recruitment processes.
• Track vacation and time-off balances in coordination with supervisors and payroll.

4. IT, Systems & Vendor Liaison

• Act as primary contact with external vendors for IT, Internet, phones, and hours & payroll.
• Handle password resets and basic troubleshooting.
• Coordinate with the bookkeeper and accountant on payroll system inputs (hours, timesheets).

5. Membership Database, Surveys, Policies & Reporting Support

• Maintain membership records in Microsoft Access and support the transition to new database, including assisting with data migration and new workflows.
• Coordinate surveys: annual Ontario Perception of Care (OPOC), United Way, and PSO internal users.
• Provide documentation support for organizational policies and procedures.
• Help prepare Board packages, lunch & learn kits, and other organizational documents.

6. Stakeholder Communication & Scheduling

• Coordinate the Executive Director’s schedule and appointments.
• Facilitate timely communication with staff, Board members, and external stakeholders
• Provide administrative support to community events and outreach activities.
• Support the Finance Coordinator and ED with audit-related document access and policy references.

Flexible hours are sometimes required for events and community activities.
As directed by the Executive Director, provide support for additional organizational needs.

Skills & Experience

• Minimum 2–3 years of similar experience in office administration, preferably in a non-profit charity.
• Experience coordinating events and managing communications.
• Ability to work independently and collaboratively in a dynamic environment.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency with Office 365 and SharePoint.
• Experience with databases and online platforms, preferably EMHware.
• Bilingualism (English/French) an asset.
• Passionate about the values of the organization
• Applicants must have lived experience with mental health and/or substance use, and be able to engage empathetically in a non-clinical support role.
• Must be able to obtain a Vulnerable Sector Check
• Driver’s license and access to a vehicle is an asset

What We Offer

• A supportive, inclusive work environment rooted in peer support principles.
• The opportunity to directly support a community-led mental health organization.
• Competitive salary and benefits package.
• Staff days for professional development opportunities.

Ready to Apply?

If this opportunity sounds like a good fit, we’d love to hear from you! Please send us your cover letter and resume addressed to the Hiring Committee at info@pso-ottawa.ca by end of day November 7, 2025. Don’t just tell us what we want to hear, show us how you fit what we’re looking for and why you would make a great addition to our team.

We know applying to a job takes time and thank all candidates for their interest. While we are notable to get back to every candidate, we will ensure shortlisted applicants are aware of their status and will do our best to provide feedback if that can be helpful.

Accommodation will be made available for applicants with a disability throughout the hiring process, kindly make your needs known in advance.