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Position Title: Administrative and Data Entry Volunteer Weekly Hours: At least 20 hours per week Shift: Afternoon – Monday to Friday, 1:00 p.m. - 5:00 p.m. Location:&nbsp;The Career Foundation, Scarborough Hub, located at 2437 Kingston Road Reports to: Area Manager, Employment and Placement ServicesBackground Check:An offer of employment for this opportunity will be contingent on the incumbent providing an acceptable Vulnerable Sector Check (VSC). Responsibilities:<ul><li>Greet and assist visitors and clients at the front desk</li><li>Provide guidance in the resource area (computers, brochures, etc.)</li><li>Assist clients with printing, photocopying, and basic computer use</li><li>Answer phone calls and direct inquiries appropriately</li><li>Perform data entry and maintain accurate records</li><li>Support staff with general administrative tasks as needed</li><li>Help maintain a clean and organized reception and resource area</li></ul>Qualifications:<ul><li>Strong interpersonal and communication skills</li><li>Reliable, punctual, and professional demeanor</li><li>Basic computer skills (Microsoft Office, email, printing)</li><li>Ability to work independently and as part of a team</li><li>Previous administrative or customer service experience is an asset&nbsp;</li></ul>Benefits:<ul><li>Gain experience in administration and client service</li><li>Make a meaningful impact in your community</li></ul>

The Career Foundation

Administrative and Data Entry Volunteer

Mission BC &amp; Alberta Guide Dogs is a registered charity that provides professionally trained Guide Dogs to individuals who have low vision or are blind, Autism Service Dogs to children with autism, and OSI-PTSD Service Dogs to Veterans &amp; First Responders in British Columbia &amp; Alberta. Position Summary The Executive Assistant is a key administrative partner to the CEO and Executive Leadership Team, responsible for ensuring the smooth and efficient operation of executive functions. This high-visibility role demands a detail-oriented, proactive individual with exceptional organizational and communication skills, and the ability to handle confidential information with professionalism and discretion. KEY RESPONSIBILITIES Executive Support<ul><li>Manage executive calendars, appointments, travel arrangements, and conference calls.</li><li>Prepare reports, presentations, correspondence, and meeting materials.</li><li>Screen and prioritize emails, phone calls, and other communications.</li><li>Draft, proofread, and distribute professional-level communications.</li><li>Coordinate meeting logistics, venues, agendas, and follow-ups.</li><li>Serve as the main point of contact between executives and internal/external stakeholders.</li><li>Handle confidential and sensitive information with utmost integrity.</li><li>Assist with special projects and perform general office management tasks as needed.</li></ul>Human Resources Administration<ul><li>Create and maintain up-to-date job descriptions.</li><li>Post job openings and monitor application traffic.</li><li>Draft and distribute employment offer letters and documentation.</li><li>Onboard new hires: personnel file setup, payroll data coordination, handbook issuance, driver’s license and criminal record checks.</li><li>Maintain vacation and time-off records.</li><li>Update Employee Handbook and ensure policy compliance.</li><li>Manage Compass Cards distribution and records.</li></ul>Office Administration<ul><li>Reconcile monthly corporate credit card expenses.</li><li>Organize and archive key documents both physically and digitally.</li><li>Prepare and distribute documents for Board and Annual General Meetings.</li><li>Maintain Board of Directors listings and update governing bodies as needed.</li><li>Submit annual regulatory filings (BC Society Act, Industry Canada, Alberta Extra-Provincial Registration).</li><li>Maintain insurance records for fleet and general liability.</li><li>Secure Certificates of Insurance for events and training.</li><li>Manage the Annual Report distribution list.</li><li>Coordinate IT needs with the off-site IT Manager.</li><li>Schedule monthly virtual staff meetings.</li></ul>Fundraising and Event Coordination<ul><li>Maintain and distribute a schedule of bequests.</li><li>Support planning and logistics for major events (e.g., Golf for Guide Dogs tournament, Trivia Night, Ties for Tails Gala).</li><li>Apply for Gaming Licenses and submit post-event revenue reports.</li><li>Collaborate with CEO on thank-you letters, funding reports, and grant applications.</li></ul>QUALIFICATIONS Education &amp; Experience<ul><li>University degree or equivalent post-secondary education.</li><li>Minimum 3 years’ experience in an Executive Assistant or senior administrative role, preferably supporting C-level executives.</li></ul>Skills &amp; Competencies<ul><li>Excellent verbal and written communications.</li><li>Exceptional organizational and multitasking abilities.</li><li>Strong interpersonal and relationship-building skills.</li><li>High degree of professionalism and discretion.</li><li>Ability to work independently and within a team.</li><li>Comfortable in a dynamic, fast-paced environment.</li></ul>Technical Proficiency<ul><li>Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).</li><li>Familiarity with Google Workspace (Docs, Sheets, Calendar).</li><li>Experience with project management and communication tools (e.g., Trello, Slack) is an asset.</li><li>Comfort working in a Mac/Apple environment.</li></ul>What We’re Looking For At BC &amp; Alberta Guide Dogs, we pride ourselves on fostering a supportive, mission-driven workplace where team members are empowered to make a meaningful impact.<ul><li>A positive, self-motivated individual who takes initiative.</li><li>Someone who thrives in a fast-paced, deadline-driven environment.</li><li>A team player who can build effective relationships within the organization.</li><li>A candidate who is passionate about making a difference through their work.</li></ul>What We Offer<ul><li>4 weeks’ vacation plus Christmas Eve, Easter Monday &amp; your birthday off.</li><li>A comprehensive benefits package includes coverage for health, drugs, vision, and dental care.</li><li>A mission-driven, supportive workplace.</li><li>Opportunities for professional development and training.</li><li>An office culture that values initiative, collaboration, and a good sense of humour.</li></ul>Bring your skills to a team that’s changing lives—we can’t wait to meet the next amazing person to join us! Please email your resume and cover letter to <a href="mailto:william.thornton@bcandalbertaguidedogs.com" target="_blank">william.thornton@bcandalbertaguidedogs.com</a> with "Executive Assistant" in the subject line.

BC & Alberta Guide Dogs

Executive Assistant

EMPLOYMENT OPPORTUNITY: 
OFFICE ADMINISTRATOR 
Application Deadline: 11:59pm PT on August 24, 2025 
Term: 28 hours, five days per week (0.8 FTE); permanent 
Location: In-person based at office located on xÊ·mÉÎ¸kÊ·ÉyÉÌm (Musqueam), Skwxwú7mesh (Squamish) &amp; 
sÉlilwÉtaÊÉ¬ (Tsleil-Waututh) territory (Vancouver, BC) 
Remuneration: $62,300 - $68,300 yearly (pro-rated to 0.8 FTE and commensurate with experience) 
 

West Coast Environmental Law has an immediate opening for a 0.8 FTE Office Administrator position based in 
our Vancouver office. As a member of the Operations team the Office Administrator provides executive 
administrative support to the Executive Director &amp; Senior Counsel, ensures the smooth day-to-day operations 
of the West Coast office, and coordinates human resources administration so that we may fulfill our mission 
and values in our work for environmental and Indigenous justice. This position reports directly to the Director 
of Operations and is responsible to the Executive Director &amp; Senior Counsel. 

West Coast Environmental Law provides a supportive culture that values healthy boundaries and balanced 
work. This position requires availability for occasional evening meetings aligned with Board and Committee 
schedules. 

West Coast Environmental Law aims to promote equity and challenge discrimination. We recognize the value 
of diversity in the workplace and are committed to creating an inclusive environment for all employees. We 
welcome applications from people of all backgrounds, races, national origins, gender identities, sexual 
orientations, religions, abilities and beliefs. We strongly encourage applicants from equity-deserving groups, 
specifically Indigenous and racialized people, members of the LGBTQIA2S+, trans and gender-diverse 
communities, women, and people living with a disability, chronic illness and/or neurodiversity to self-identify 
so that we can prioritize your application. 
 
Being the right candidate for a position can look a variety of ways. If you are interested and see yourself in the 
role but might not meet every requirement, we still encourage you to apply. 

QUALIFICATIONS 
Required: 

â Minimum 5 years of relevant experience and strong background in administrative service at an 
executive level, with prior experience in office operations, event coordination and/or HR. 

â Attention to detail, ensuring meticulous execution of all responsibilities from small daily tasks to large 
administrative initiatives 

â Well-developed oral and written communication skills 
â Strong interpersonal skills with the ability to build relationships and work effectively with a wide 

variety of staff, volunteers, supporters, and vendors 
â Proven time management to expertly coordinate calendars, emails, meetings, and team interactions 
â Exemplary judgment and discretion when dealing with sensitive and confidential information 


West Coast Environmental Law | 2 


â High degree of organization and planning abilities, demonstrated through prior experience creating 
and using work plans and workflows to skillfully handle complex projects alongside multi-faceted 
administrative duties 

â Ability to independently prioritize and handle a diversity of tasks and meet deadlines with multiple and 
changing demands 

â Proactiveness and initiative with a strong ability to anticipate office and executive needs and to 
identify and resolve issues 

â Strong mindset rooted in continuous improvement with a desire to create and implement new 
processes that help increase office efficiency 

â Demonstrated critical thinking skills to make decisions and solve problems 
â Ability to work independently while thriving in a collaborative environment 
â Excellent computer skills including experience with Microsoft Office, SharePoint and Slack, and 

comfort with learning new tools and platforms 
â An understanding and demonstrated application of equity and justice principles with commitment to 

contributing to an inclusive working and learning environment 
â Demonstrated commitment to the environment and understanding of the mission and values of West 

Coast 
 

Beneficial experience/skills: 

â Working in a non-profit organization and/or law-related organization 
â Supporting Boards and committees, including agenda preparation, minute-taking, and materials 

distribution 
â Coordinating an office relocation 
â Familiarity with Salesforce database 


RESPONSIBILITIES 
Executive Assistance to the ED/SC 

ï· arrange board, committee, and other meetings for ED/SC; prepare related reports and packages, 
catering, logistics and, if necessary, travel arrangements; assist with special requests from board 
members 

ï· provide meeting support for board/committee/staff meetings by developing agendas, taking minutes, 
ensuring pre-meeting preparation, creating presentation and briefing materials, and tracking/following 
up post-meeting action items 

ï· maintain the content of the board SharePoint site; with support from IT troubleshoot board questions 
about accessing online materials 

ï· provide administrative support for the ED/SC, including managing ED/SC’s email by monitoring for 
action items/deadlines, assessing urgency, distilling actionable tasks, and ensuring follow through 

ï· organize ED/SC calendar by assessing meeting priorities, resolving scheduling conflicts, and ensuring 
the ED/SC’s schedule aligns with strategic priorities 

ï· coordinate staff preparation for organization-wide reporting and legal filings such as lobby reports 
ï· lead on maintaining the time tracking tool and training for lawyer onboarding to ensure consistent use 
ï· coordinate special events, e.g. AGM, strategic planning, staff retreats, etc. including accommodations, 

catering, logistics, travel if needed, related reports and packages 


West Coast Environmental Law | 3 


ï· organize meetings between/among staff as requested by ED/SC 
ï· other tasks as assigned by the ED/SC 

 
Office Management 

ï· general proactive office coordination (e.g., ordering supplies, arranging repairs, liaising with cleaners, 
maintaining office equipment, updating of postage meter rates, maintaining the printer/copier (call for 
service, toner, replenish toner, remove paper jams, etc.)); 

ï· coordinate and plan for office services, such as accommodation, relocations, equipment, supplies, 
forms, disposal of assets, maintenance and security services; 

ï· general day-to-day facility maintenance to ensure an orderly and welcoming office environment for 
staff and guests (i.e. greet guests, keep kitchen supplies stocked, ensure common areas and kitchen 
are tidy); 

ï· maintain administrative forms and ensure they are updated regularly; 
ï· support revisions of the organization’s standard operating procedures as directed by the Director of 

Operations; 
ï· upkeep health, safety and emergency preparedness policies and supplies to ensure adherence to 

WorkSafe BC requirements; 
ï· maintain library interfiling and cataloguing; 
ï· field calls, address queries and manage email correspondence (i.e. monitor the Admin email inbox, 

monitor the general phone line and voicemail); 
ï· receive, open, prioritize and sort all incoming mail and coordinate outgoing mail including courier and 

shipments; 
ï· participate in all-staff projects. 

 
IT Assistance 

ï· coordinate staff requests for IT and phone system support and maintain correspondence with IT 
professional; 

ï· coordinate the content of the staff Wiki site 
ï· with support from IT, troubleshoot staff questions about accessing online materials; and 
ï· keep staff and board pages of the WCEL website updated. 

 
Human Resources Coordination 

ï· coordinate logistical aspects of hiring, onboarding, performance evaluation and offboarding processes 
for staff and volunteers; 

ï· develop and maintains a secure records system for documents and files of a confidential or sensitive 
nature, e.g. performance evaluations, employee information and departmental planning; 

ï· lead on internal culture initiatives, including staff events, ongoing relationship and team building, 
staff/volunteer recognition and seasonal celebrations; and, 

ï· foster effective internal communications regarding all the above. 
 
Records Management 

ï· maintain records management system in accordance with Law Society of BC requirements and 
organizational records management policies; 

ï· upkeep the records retention schedule to ensure records are documented and stored appropriately; 
ï· steward the records management policy and ongoing transition to paperless document management 

system; 


West Coast Environmental Law | 4 


ï· prepare and arrange for off-site storage pickup of archived confidential records; oversee the retrieval 
and re-filing of records. 

 
Special Projects Coordination 

ï· assist in the organizing and executing of special events and organizational functions 
 

Remuneration: Salary range is based on an annual full-time salary of $62,300 - $68,300, pro-rated to 0.8 FTE 
and commensurate with experience. We offer 3 weeks annual vacation (increases after 2 years of 
employment) and benefits package including extended health plan (after 3 months of employment) and RRSP 
contribution (after one year of employment). 

About West Coast Environmental Law: West Coast Environmental law harnesses the power of law to solve 
complex environmental challenges. We work to transform environmental decision-making and strengthen 
legal protections for the environment through collaborative legal strategies that bridge Indigenous and 
Canadian law. We approach our work through an environmental justice lens, conscious of the importance of 
breaking down silos between environmental and other social justice movements. Our work seeks to address 
environmental harms while simultaneously promoting an equitable society. By putting the law into the hands 
of communities and creating legal risk for those who would harm the land, air and water, we are building the 
collective power to build a more sustainable future for all. Read West Coast’s values statement here. 


TO APPLY: 
Complete the online application form by 11:59 pm PT on August 24, 2025 to submit your cover letter and 
resumé as one pdf and name the file with “First Name Last Name – Office Administrator Application 2025”. 

We thank all applicants for their interest, but only those selected for an interview will be contacted. 

We are committed to accessible employment practices. Applicants with a disability or any specific needs may 
make a request for accommodation at any stage of the recruitment process, and we will work with you to 
meet your needs. Such requests should be communicated to <a href="mailto:admin@wcel.org" target="_blank">admin@wcel.org</a>, 
 

Visit our website: <a href="http://www.wcel.org" target="_blank">www.wcel.org</a>

West Coast Environmental Law

Office Administrator

Canadian Actors' Equity Association represents professional artists including performers (actors, singers and dancers), directors, choreographers, fight directors, intimacy directors and stage managers who are engaged in theatre, opera and dance in English Canada.&nbsp; This national Association provides support to over 6,000 members across the country.&nbsp; The national office in Toronto is seeking a: Temporary, part-time CONTRACTS ADMINISTRATOR Working 0.6 FTE (i.e. three days or 21 hours a week) for a three-month period&nbsp;with the possibility of extension Responsibilities:<ul><li>Data entry of all contracts and amendments into EMS;</li><li>Maintains contracts filing systems;</li><li>Assists other staff to resolve issues relating to contract entry;</li><li>Other related duties and projects generally considered to be within the job category.</li></ul>Qualifications:<ul><li>Post secondary education;</li><li>An acute attention to detail and accuracy;</li><li>Demonstrated organizational skills with the ability to meet tight deadlines;</li><li>Prior experience working with a database;</li><li>Strong computer skills, with competency in using intermediate/ advanced features of Microsoft Office (Word, Excel);</li><li>Ability to handle confidential matters;</li><li>Collegial interpersonal skills and a team player willing to help out when required;</li><li>Flexibility, ability to adapt to change and shifting priorities;</li><li>Effective written and verbal communication skills;</li><li>Strong member service attitude in a dynamic environment;</li><li>Ability to work independently and effectively with minimal supervision.</li></ul>Preference will be given to those with a background in theatre and/or opera, the arts and/or labour.&nbsp; The full-time starting salary for this position is $59,296 per annum pro-rated for 0.6 FTE.&nbsp; The starting date will be as soon as possible for an initial three-month period with the possiblity of extension. We are committed to having a staff that reflects the diversity of our membership and the community at large.&nbsp; A diverse staff team allows us to effectively&nbsp;draw on different perspectives to enhance the quality of our decision-making, deepen the relevance of our policy advice, and enhance our efficiency and effectiveness. Accordingly,&nbsp;we strive to attract, retain, and develop a staff team that is diverse along many dimensions.&nbsp; We welcome the wide range of experiences and viewpoints that employees bring,&nbsp;including those based on gender, culture, country of origin, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences and religion. In our inclusive workplace everyone is assured the right of equitable, fair, and respectful treatment. This position will be posted until it is filled.Please submit your resume together with a cover letter in one PDF document and email it to <a href="mailto:jobs@caea.com" target="_blank">jobs@caea.com</a>.&nbsp; Please quote “CA Application” in the Subject Line of the email.&nbsp; Applications that do not follow these guidelines will not be considered.

Canadian Actors' Equity Association

CONTRACTS ADMINISTRATOR (temporary/ part-time)

Region :&nbsp;OntarioVolunteer opportunity conditions : &nbsp;<ul><li>Location :&nbsp;&nbsp; In-person </li><li>Regions or cities :&nbsp;Sarnia and&nbsp;Point Edward</li><li>Minimum age :&nbsp;18 years or older</li><li>Minimum volunteer hours/period :&nbsp;Minimum one year commitment, with time commitments varying based on region, typically carried out during Monday – Friday between 8:30 a.m. to 4:30 p.m. Shifts may occur once per month or on a weekly/biweekly basis.</li><li>Specific requirements :&nbsp;The majority of the work is performed independently with minimal supervision and driving in various weather conditions should be considered.</li><li>A valid class G driver’s license is required or minimum G2, proof of insurance is required and use of personal vehicle (mileage reimbursement will be provided).&nbsp;</li></ul> The Canadian Red Cross (Red Cross) – an inspirational not for profit organization, helps people and communities in Canada and around the world in times of need and supports them in strengthening their resilience. We are committed to having an accessible, diverse, inclusive, and barrier-free working environment.&nbsp; Community Health and Wellness Team is looking for volunteers to be part of their mission. This program helps enhance the nutrition of participating clients so they can live independently in their homes. The volunteers help clients by delivering groceries to their home and provide social interaction and monitor the wellbeing of clients.  &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; As a volunteer in this role, you will : Responsibility 1: &nbsp;Assisting clients by purchasing and delivering groceries<ul><li>Arrive at the client's home, pick up a list from the client for one specific store, and enough cash to cover the cost (avoiding the use of client credit/debit cards). Provide a receipt to the client upon exchanging cash to confirm the amount given to the volunteer.</li><li>Shop for groceries at clients store of choice and return groceries to client’s home with their change and receipt.</li><li>Keep track of mileage used for deliveries and submits documentation for reimbursement.</li></ul>Responsibility 2: Friendly visits<ul><li>Provide friendly visits and wellness checks with clients.</li><li>Report any issues or concerns with clients’ health status or other needs to the coordinator.</li><li>Contributes to a healthy and safe working environment.</li><li>Performs other duties, as required.</li></ul>&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;&nbsp; You bring these essential talents :<ul><li>Excellent verbal and written communication skills.</li><li>Ability to handle money responsibly.</li><li>Strong customer service skills.</li><li>Physically able to carry bags of groceries.</li><li>Good working knowledge of the city and surrounding area.</li><li>Experience working with seniors.</li><li>Ability to be on-call and accept ‘last-minute’ delivery requests.</li></ul>&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;&nbsp; A satisfactory Enhanced Police Information Check or equivalent is mandatory for all personnel volunteering or working with the Red Cross.&nbsp;

Canadian Red Cross

Mobile Food Assistant

Medical Secretary 
 
Date Posted: July 28, 2025 Location: On-Site, 2398 Yonge 

Street (Yonge and 
Eglinton) 

Department: Medical Secretaries Position Status: Regular Part-Time 
Hours of Work: 17.5-21 hours weekly FTE Status: 0.5-0.6 
Weekday Shifts 
Required: 

Days, Evenings Weekend Shifts 
Required: 

N/A 

Salary Range: $22.40/hour-
$26.99/hour 

Statutory Holidays 
Required: 

As operationally 
required 

Union Status: Unionized Benefit Entitlement: Benefits and HOOPP 
Positions Available: 2 


About Us: 

Vibrant Community Health (“Vibrant”) is driven by a strong commitment to community and a 
client-centred approach that aims to improve the quality of life and health outcomes for 
individuals living in North Toronto, especially those who are vulnerable and face complex 
challenges and systemic barriers to care such as physical disabilities, social isolation, 
members of racialized communities and older adults. 

Located in a restored, accessible heritage building at the heart of Yonge &amp; Eglinton, Vibrant 
offers a welcoming and inclusive workplace where your work has purpose and your impact is 
felt throughout the community. 

Position Overview: 

As a member of an interdisciplinary team, the Medical Secretary provides reception and 
clerical support to the staff and programs at Vibrant and is responsible for receiving and 
welcoming clients and guests to our Health Centre. Duties include booking/rescheduling 
appointments, monitoring clinician schedules, and providing general administrative support 
to primary care &amp; allied care providers using an electronic medical record (EMR). Some 
evening work will be required. This position is expected to work onsite. 
 
Summary of Duties 

 • Provide reception services including positive customer service, communication with 
clients, answering incoming calls and directing calls accordingly 

 • Respond to general inquiries, obtaining services for clients (e.g. taxis, referrals to 
other agencies etc.) and providing information to the public and other agencies 
regarding services 

 • Scan, fax and / or mail documents as required 
 • Triage incoming phone calls; schedule &amp; confirm client appointments, tests, follow-

ups, and manage schedules using an electronic medical record (EMR) as required 
 • Respond to the administrative needs of clinical staff by assisting with computer work, 

photocopying, faxing, filing, and scheduling 


 • Ensure client records and files are accurate and current, and update the medical 
record system with appropriate information as needed 

 • Coordinate referrals with external service providers 
 • Ensure clients have appropriate registration and requisition forms 
 • Distribute harm reduction supplies when needed 
 • Share information collected from clients with the appropriate clinical staff 
 • Participate in meetings as required 
 • Adhere to all policies and procedures of the Vibrant Community Health 
 • Participate in other duties as assigned 

Qualifications/Skills 

 • High School Diploma or equivalent, medical administrative education an asset 
 • Minimum 1 years’ experience as a medical secretary or administrative assistant 
 • Experience working in a community health setting 
 • Proficiency in the use of computer technology, specifically with using electronic 

medical record (EMR) systems; experience using PS Suite is an asset 
 • Knowledge of the health care sector including primary health care and the 

community-based health model 
 • Demonstrated experience working with vulnerable populations with complex health 

needs including seniors, people living with disabilities and those who may have 
difficulty accessing health care 

 • Knowledge of harm reduction principles and Independent Living philosophy 
considered an asset 

 • Demonstrated ability to work independently and as a member of a multi-disciplinary 
team. 

 • Excellent communication, interpersonal and organizational skills 
 • Police clearance documentation will be required for employment 


Please click the links below to apply: 

<a href="https://vibrantcommunityhealth.ca/medical-secretary-1" target="_blank">https://vibrantcommunityhealth.ca/medical-secretary-1</a> (0.5 FTE) 

<a href="https://vibrantcommunityhealth.ca/medical-secretary-1-1" target="_blank">https://vibrantcommunityhealth.ca/medical-secretary-1-1</a> (0.6 FTE) 

We sincerely thank all applicants; however, only those selected for an interview will be contacted. 

Vibrant Community Health is committed to following the principles of dignity, independence, and equal 
opportunity in the delivering of its goods and services and fostering an inclusive environment for our 
clients, volunteers, and staff. We welcome and encourage applications from Indigenous peoples, 
racialized persons/persons of colour, persons with disabilities, women, LGBTQ2S persons, and 
others with the skills and knowledge to productively engage with diverse communities. 

Vibrant Community Health is committed to providing accessible employment practices that are 
compliant with the Accessibility for Ontarians with Disabilities Act (AODA). If you require 
accommodation to participate in the hiring process, please contact <a href="mailto:careers@vibrantch.ca" target="_blank">careers@vibrantch.ca</a>. 


<a href="https://vibrantcommunityhealth.ca/medical-secretary-1" target="_blank">https://vibrantcommunityhealth.ca/medical-secretary-1</a>
<a href="https://vibrantcommunityhealth.ca/medical-secretary-1-1" target="_blank">https://vibrantcommunityhealth.ca/medical-secretary-1-1</a>
<a href="mailto:careers@vibrantch.ca" target="_blank">mailto:careers@vibrantch.ca</a>

Vibrant Community Health

Medical Secretary

Information Officer Job Posting 
Please note that we expect internal candidate(s) to apply for this position. As required by the Collective Agreement, internal 

candidates who meet the requirements and qualifications for the position will be interviewed prior to consideration of 

external candidates. 

Role Overview 
As one of the largest faculty and staff associations in BC, the BCIT Faculty &amp; Staff Association (FSA) is a membership-driven, 

certified trade union that represents full-time and part-time technological faculty and staff at the British Columbia Institute 

of Technology (BCIT). Through committee representation, negotiations with BCIT, and dedicated advocacy, we strive to 

advance the employment interests of our members and improve working conditions across BCIT. 

We are hiring a full-time Information Officer (IO) for our office at the BCIT Burnaby campus located on unceded 
Indigenous land belonging to the Coast Salish peoples, including the territories of the xÊ·mÉÎ¸kwÉyÌÉm (Musqueam), 
SkwxwuÌ7mesh (Squamish), and sÉlilwÉtaÉ¬ (Tsleil-Waututh) Nations. 
 

The IO is responsible for records and information management at the Association. This position is responsible for 
designing, auditing, transforming, analyzing, and dashboarding BCIT and FSA data, as well as developing and 
administering the systems used to that end. This data includes confidential FSA membership data subject to the Personal 
Information Protection Act (PIPA). The IO reports to the Associate Executive Director and ensures that the Association is 
apprised of key membership trends and other data profiles needed as determined by the functions and strategic 
priorities of the Association. 
 

Duties: 
 • Generally responsible for the overall and strategic information management systems in a manner which is 

secure, sustainable, and efficient. 

 • Develops systems for gathering, organizing, and analyzing information needed for all Association functions 
including labour relations, collective bargaining, member engagement, communications, government relations, 
strategic planning, governance, and administration. 

 • Works with BCIT personnel on the delivery of regular reports on the Association’s membership. 

 • Generates data and, if required, provides analysis for reports and publications and to support decision-making 
by other staff and elected personnel. 

 • Identifies the need for and develops new spreadsheets, databases, reports, and other tools/platforms to 
support these and other functions of the Association 

 • Assists staff and elected colleagues with critical and analytical reports. 

 • Identifies trends in enquiries and recommends new information resources to meet Association and membership 
needs. 

 • Develops operational standards and procedures in consultation with stakeholders. 


Qualities We’re Looking For 
 • Understanding of, and commitment to, trade-union principles and public, post-secondary institutions. 

 • A credential in Information Management, Records Management, Development, Business Analytics, or relevant 
training, and two or more years related employment experience with direct responsibility for managing 
information systems 

 • Advanced proficiency in Microsoft 365. 


 • Advanced knowledge of relational databases (e.g. PostgreSQL, MySQL, MSSQL) and dashboarding tools (e.g. Excel, 
Tableau, PowerBI). 

 • Knowledge of data analysis techniques. 

 • Excellent analytic and synthetic reasoning. 

 • High degree of discretion and confidentiality. 

 • Proven project management and time management skills. 

 • Good working knowledge of general office procedures. 

 • Strong organizational skills, including the ability to organize the work of colleagues. 

 • Experience in a Labour Relations setting and working with Human Resource Information Systems preferred 

 • Excellent verbal and written communication skills. 

 • Ability to work effectively and co-operatively with others in a unionized setting in a high-volume, high-stress office 
environment. 


What We Offer 
This is a full-time, regular position. The salary for the position is between $78,582 and $90,000 with placement based on 
experience. The FSA offers many advantages including a comprehensive benefit package, defined benefit pension plan, 
hybrid work arrangements, the protections of a collective agreement and union representation, the amenities of working 
on a post-secondary campus, and the opportunity to support our outstanding members and contribute to providing them 
an excellent workplace experience. 
 

Employment Equity 
The FSA is actively committed to creating a diverse and inclusive workplace. An open and diverse community fosters the 

inclusion of voices that have been underrepresented or discouraged. We encourage applications from qualified members 

of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including but not 

limited to status as a First Nation, Metis, Inuit, or Indigenous person, sex, sexual orientation, gender identity or expression, 

racialization, disability, neurodiversity, political belief, religion, marital or family status, or age. 


How to apply 
Submit your resume and cover letter in PDF format explaining why you are interested in working at the FSA by Monday, 

August 18, 2025. The in-person interviews are anticipated to take place the August 27 &amp; 28. 

Applicants must be eligible to work in Canada.

BCIT Faculty and Staff Association

Information Officer

Administrative and Technical Coordinator &nbsp;&nbsp; Summary Responsible for the daily administration of the Harcourt Church office and the provision of technical assistance and support to Harcourt Church programs, services and events. Requires excellent organizational, collaborative and time management skills and advanced knowledge and experience with various computer applications and digital technology/tools.&nbsp; This position is public facing and requires a demeanor of welcome and the ability to be an effective communicator and problem solver. Description Administrative and Technical Coordinator Harcourt Memorial United Church is seeking an Administrative and Technical Coordinator with responsibility for the daily administration of the Harcourt office and the provision of technical assistance and support to Church programs, services and events.&nbsp; Creates a digital newsletter of church events on a weekly basis and prepares slides and live stream links for weekly services. Manages Harcourt's website and updates social media platforms. Schedules staff and volunteers for technical support for Harcourt events and services. Collaborates with the Community Relations Co-ordinator to schedule the technical volunteers/staff for rental groups.&nbsp; Develops updated systems for office management as needed. Requirements<ul>	<li>Warm, friendly and accommodating approach to welcoming people to Harcourt</li>	<li>Experience with office administration</li>	<li>Excellent organizational and time management skills&nbsp;</li>	<li>Advanced knowledge and experience with various computer applications and digital technology/tools</li>	<li>&nbsp;Excellent communication and social skills,</li>	<li>Comfort working in a Church environment, largely with volunteers</li></ul>Hours&nbsp;<ul>	<li>20 hours per week</li>	<li>Tuesday-Friday 8:30-1:30pm or 9:00-2:00pm</li>	<li>In office position</li></ul> Wage Rate:&nbsp;$24.75 hour&nbsp; plus benefits &amp; pension plan &nbsp;

Harcourt Memorial United Church

Administrative and Technical Coordinator

Administration/Communications JOB DESCRIPTION Time Period This position is a currently a temporary position for 3 to 6 months HOURS&nbsp; &nbsp;35 hours per week, which may include infrequent evenings and weekends JOB SUMMARY To provide reception To provide administrative support to staff To oversee the communication tools AREAS OF RESPONSIBILITIES 1.&nbsp; Reception<ul><li>Provide a warm welcome and hospitality to all visitors and contacts</li><li>Receive all clients and others with appointments</li><li>Refer visitors to staff or other agencies</li><li>Provide assistance and referrals</li><li>Receive and be responsive to telephone calls, fax messages, e-mails, postal service, and courier service</li></ul>2.&nbsp; Administrative Support<ul><li>Maintain the donor database</li><li>Process income tax receipts</li><li>Write and send thank you letters to donors</li><li>Assist the Executive Director in promoting fundraising events</li><li>Coordinate scheduling, preparation and minute taking for staff meetings and other meetings</li><li>Coordinate scheduling activities in the facilities</li><li>Maintain adequate office supplies</li><li>Provide administrative support to Supervision Program Director &amp; Executive Director</li><li>Provide administrative support for Programs</li><li>Help staff implementing the Income Tax Clinic</li></ul>3.&nbsp; Communications<ul><li>Coordinate the planning of newsletters, including being Editor, some interviewing, writing, layout and distribution</li><li>Maintain the website, including new pages and updating</li><li>Maintain Facebook with weekly updates</li><li>Collaborate with the Communication Committee, including strategic planning and innovation</li><li>Maintain the photo archives and bulletin boards</li><li>Support staff in attending events and displaying communication material</li></ul>4. General<ul><li>Maintain an organized environment in the main public areas, including the kitchen</li><li>Complete other duties as assigned by the Executive Director</li></ul>SKILLS AND QUALIFICATIONS<ul><li>A demonstrative personal living faith in Jesus Christ</li><li>Minimum 2 years experience in administrative and/or related field</li><li>Completion of minimum college level training</li><li>Secretarial and administrative skills</li><li>Computer literacy (MS Word, Works, Access, Publisher, Basic Funder)</li><li>Excellent interpersonal skills</li><li>Fluent in English; other languages a definite asset</li><li>Communication and social media skills i.e. website and Facebook</li><li>Sensitive to needs of clients and community</li><li>Flexible and adaptable, ability to respond to new situations</li><li>Able to take initiative</li></ul>ACCOUNTABILITY<ul><li>Uphold The Lighthouse’s vision and mission statements and core values</li><li>Report to the Executive Director</li></ul>Please send your resume and cover letter to <a href="mailto:info@lighthousecentre.ca" target="_blank">info@lighthousecentre.ca</a>

The Lighthouse Christian Social Services

Administration/Communications

Employment Equity: The CEIU as an Employment Equity employer encourages applications from equity group members. CEIU is committed to the hiring of qualified candidates from the following equity groups as defined by CEIU/COPE: women, racially visible, First Nations, Métis, Inuit, persons with disabilities, LGBTQ2+. Purpose of the Position: As part of the Ontario Regional Union Office (RUO) team, the Administrative Assistant provides comprehensive administrative services that enable the Regional Union Office to fulfill its role in a timely and credible manner. Under the direction of the Director of Representation &amp; Labour Relations, they maintain the administrative aspects of the RUO and carry out a wide variety of administrative, secretarial and clerical responsibilities to ensure efficient operation of the RUO and CEIU. Key Duties: Reporting to the Director of Representation &amp; Labour Relations, the successful candidate will be responsible for:<ul><li>Receiving all grievances and complaints and creating a file in a database.</li><li>Maintaining filing system and maintaining BF system as required</li><li>Checking that all pertinent sections are completed and correcting any discrepancies or requesting additional information by contacting the local steward concerned or the grievor</li><li>Setting up systems to process mass or special group grievances, retrieving proper background material for case presentation or correspondence for national union representative(s)</li><li>Providing up-to-date information as required to CEIU national office regarding grievances, complaints and adjudications.</li><li>Vetting phone and email inquiries (from general inbox) from all locals and assigning to NURs</li><li>Ensuring the RUO has an up-to-date list of Local Balloting Chairpersons.</li><li>Coordinating distribution of election material to Locals, as required</li><li>Receiving returned ballots on behalf of Regional Elections Chairperson as required; may assist in their verification as required.</li><li>Mailing out reports on results for the Regional Elections Chairperson, as required.</li><li>Researching, costs and recommending purchase of appropriate office equipment and furniture</li><li>Maintaining inventory and ensuring the efficient operation of office equipment, etc.</li><li>Arranging the move and/or reorganization of the RUO, if required, by obtaining estimates, providing quotes for approval, recommending, arranging for disconnection / reconnection of services, assisting with packing and unpacking of office files, material and equipment</li><li>Fulfilling property management requests of tenants when required, contacting them for repairs and or building issues.</li><li>Preparing outgoing mail; taking special delivery and registered letters to post office on occasion; packaging small parcels for mailing and processing regular, massive mailings</li><li>Maintaining maintenance of machine; using priority post / Xpresspost, courier when necessary<ul><li>Obtaining costs for hotel and facilities and travelling to and from such meetings and making bookings on basis of approved budget</li><li>Checking calculations on expenses for annual presidents’ conference, district and special meetings, training courses, arranged by vice-president(s) / national union representative(s), when requested/required.</li><li>Performing administrative functions including minute taking at conferences, meetings and events when requested and approved.</li><li>Copying, collating, stapling, dispatching necessary material for courses, conferences, meeting and events to ensure material is available.</li><li>Contacting members regarding cancellations and/or confirmation of attendance</li><li>As requested, may assist with other national or regional conferences, meetings and events</li><li>Assisting NVPs in preparing and distributing communications for locals and/or regional councils</li></ul></li><li>Preparing and compiling resolutions for conferences and conventions as requested<ul><li>Answering and screening telephone calls, providing non-technical information to authorized persons.</li><li>Meeting visitors</li><li>Making appointments</li><li>Maintaining and updating the website</li><li>Performing other office functions as required</li></ul></li></ul>Qualifications:<ul><li>Ability to communicate effectively, both orally and in writing including the ability to relay information in a clear/concise manner.</li><li>Three to five years’ experience in an administrative support role.</li><li>One to three years’ experience in a similar capacity.</li><li>High school diploma.</li><li>Excellent time management skills, including planning, prioritizing and multitasking to meet multiple deadlines.</li><li>Strong interpersonal skills with the ability to work courteously and cooperatively with management, members and other stakeholders.</li><li>Experience with some of the following computer systems including Windows, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), UnionWare, Adobe Acrobat and scanner software.</li><li>Ability to work independently, taking initiative as required and as part of a team.</li><li>Ability to maintain a high level of confidentiality and exercise sound judgment.</li><li>Knowledge of the overall structure of CEIU and PSAC.</li><li>Experience working in a unionized environment would be an asset.</li><li>Experience with a variety of office equipment including photocopier, fax machine, postage meter, multi-line phone system, phone headsets, Polycom conference phones, scanners and building security systems.</li><li>Lifting of up to 20&nbsp;lbs; items include banker and paper boxes, pamphlets, printers, laptops and fax machines.</li><li>Travel is required as needed, both regionally and nationally.</li></ul>Closing Date: All applications must be received by the end of business day on August 23, 2025. &nbsp;How to Apply:<ol><li>Please follow these guidelines if you are applying for the position: The applicant must submit a letter of intent explaining how they meet the qualifications and an updated resume.</li><li>Applicants must clearly indicate, in their letter or resume, their second official language as well as their linguistic proficiency in that language using one of the following: no knowledge, beginner, intermediate or advanced. </li><li>Please indicate in your letter of intent whether you are an employee or a member of the PSAC family and, if so, to which part of the PSAC you work for or which Component or DCL you belong.</li><li>All applications must be submitted by email to human resources at the following email address: <a href="https://codebeautify.org/htmlviewer" target="_blank">hr@ceiu-seic.ca</a> . Please specify, “CEIU – Administrative Assistant - Ontario</li></ol>Accommodations are available on request for candidates taking part in the selection process. For accommodation needs or to obtain a copy of documents in an alternate format please email <a href="https://codebeautify.org/htmlviewer" target="_blank">hr@ceiu-seic.ca</a> The CEIU would like to thank all candidates in advance for their interest in this position although only those candidates that meet the essential qualifications will be contacted for further assessment.

100 Administrative / Clerical Support Jobs