Administrative Officer – Public Health Association of BC

PHABC - Public Health Association of BCThe Public Health Association of BC is Hiring!

Administrative Officer

Victoria, BC

 

 

Overview

Reporting to the Executive Director, the Administrative Officer is responsible for all administrative tasks related to the running of the Association’s office.  The administrative officer will support the ED in the managing all operational aspects of the organization including primary phone and email contact for the association, board, executive & committee administration, management of the large membership and volunteer base, administrative support to multiple on-going and up-coming projects, basic website maintenance and financial support as needed. The administrative officer supports the ED to manage consultants, contractors, coordinators, communications, bookkeeping, and IT professionals.  This role is responsible for office support, committee support and event planning logistics for the association.

The ideal candidate will be confident in a dynamic environment with multiple project and duties, be a professional communicator, detail oriented, flexible, solutions-focused and able to work independently. A valid divers license and access to a personal vehicle is required to complete duties in town and occasional travel out of town for PHABC engagements. The position is located in Victoria, BC.

 

 

Background

The PHABC is a voluntary, non-profit charity (est. 1953) that promotes and protects public health by actively working to advance the development and implementation of healthy public policy, by encouraging and facilitating research that supports public health and cooperating regionally, nationally and internationally with partner organizations. Its national linkages enable the PHABC to participate in dialogue and action on matters of interest across Canada. The PHABC has a long track record of fiscal and administrative stability and considerable experience with community development, continuing education, initiatives addressing the determinants of health and project planning, implementation, assessment and evaluation. PHABC has partnered with the federal and provincial governments to carry out significant knowledge development and exchange projects.  PHABC maintains a number of provincial programs including Farm to School BC, Immunize BC, BC Coalition for Healthy School Food – BC Chapter and Kids Boost Immunity, now a national program with a pilot recently developed in Scotland and interest from other countries.

 

 

 Key Accountabilities/Responsibilities

  • First contact and correspondence with members, government officials, private organizations and the general public (emails, phone calls);
  • Management and support of Board and Committees activities, assisting the ED and Committee Chairs in the organization and coordination of meetings and other events;
  • Formatting and editing all documents (contracts, policies, communications, notices, presentations and publications);
  • Office operations and office supplies management including mail and courier services;
  • Maintain the electronic records of the association including policies, project documents, policies, and financials;
  • Provide logistical and administrative support to the coordination of a variety of events including PHABC’s summer school, conference and annual general meeting;
  • Membership database maintenance, payments and customer service support;
  • Undertake communication activities such as newsletters, social media posts and website management (event & job postings, news, updates to pages as needed and instructed);
  • Assist bookkeeper, accountant and ED to conduct activities related to month-end and year-end review;
  • Work together with the ED to ensure implementation and maintenance of project budgets and operational cost centers, complying with the association’s financial policies;
  • Responsible for payments to consultants, services and vendors and deposits;
  • Working with the ED to complete reporting requirements for funders;
  • Work with ED and the treasurer to prepare an annual budget;
  • Assisting project managers and consultants to meet project deliverables, develop administrative documents as requested and support budget creation and maintenance;
  • Project management support planning, implementation and evaluation of the organization’s programs and services.

 

 

 Qualifications

  • Post-secondary degree in Administration, Public Health or Business plus a minimum of 2 years’ experience;
  • Experience and familiarity with non-profits, charities and reporting to a board of directors preferred;
  • Strong organizational and administrative skills;
  • Proficient in MS Office: including Word, Excel, Project, Outlook, Publisher, PowerPoint;
  • Experience using graphic design software (Adobe Acrobat), website management (WordPress, CiviCRM), social media (Facebook, Twitter, Instagram, Hootsuite), financial services (PayPal, Stripe, online banking), and mailing services (Cyber Impact, Epost) preferred;
  • A detail-oriented, flexible and solutions-based work ethic;
  • Ability to work independently, take initiative and assume responsibility with minimal supervision;
  • Demonstrated ability to work with a diversity of people and groups, strong interpersonal & relationship building skills;
  • Demonstrated ability to manage multiple projects, set priorities and meet deadlines with minimal supervision;
  • Possess a fundamental respect for all whom they meet and encounter through their work;
  • Valid BC Driver’s license and vehicle;

 

 

 The successful applicant will be tendered a 3-month probationary contract valued at $25/hour (plus GST) based on a 5-day work week (40 hours per week). Following the probationary period and a successful performance review the applicant will be offered a 1-year contract for the position with the opportunity for renewal.

 

 

Please submit a cover letter and resume to Christina Harding at coordinator@phabc.org by 4:00pm on Friday January 31st, 2020.

 

 

We thank all applicants for their interest, however only those candidates selected for interviews will be contacted.

 

 

 

PHABC is an equal opportunity organization and all qualified applicants will receive consideration for this contract without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, or age.