Administrative Coordinator

Administrative Coordinator

Comox Valley Head Injury Society (CVHIS)
Location: Courtenay, BC
Hours: Monday–Thursday, 9:00–4:00 (occasional evenings/weekends for special events)

The Comox Valley Head Injury Society (CVHIS) is seeking a highly organized and welcoming Administrative Coordinator to support our programs, services, and day-to-day operations. This role is central to creating a safe, inclusive, and supportive environment for brain injury survivors and their families.

We foster an environment of mutual respect, inclusivity, and teamwork, and we seek individuals who help maintain a positive and constructive workplace.

We are looking for someone who is friendly, adaptable, and skilled in office administration—someone who enjoys helping others and keeping a busy non-profit office running smoothly.

Key Responsibilities

• Provide reception and front-desk support, greeting visitors in a warm and inclusive manner.
• Model kindness, professionalism, and respect in all interactions.
• Prepare documents, reports, spreadsheets, and routine communications.
• Ensure secure handling, storage, and disposal of client and organizational records.
• Support internal communications by ensuring staff and volunteers receive timely updates.
• Maintain online database, statistics, and member records.
• Ensure accurate and timely entry of statistics, participation data, and reporting information needed for funders.
• Support the Executive Director, staff, volunteers, and practicum students.
• Coordinate calendars, registrations, reminders, and monthly activity postings.
• Provide support for programs, groups, and daily drop-in activities, including set-up and participant assistance.
• Update social media posts and complete basic website content updates (events, program information, forms).
• Complete routine office tasks: filing, scanning, sorting mail, photocopying, errands, and maintaining common areas.
• Assist with basic IT support, membership processing, and front-office materials.
• Prepare bank deposits, file invoices, support financial reporting, and manage petty cash.
• Occasional light cleaning of reception and common areas.
• Follow all CVHIS policies, including confidentiality, safety procedures, and ethical standards.

Qualifications & Skills

• Administrative experience in an office environment.
• Proficiency with Microsoft Office, databases, email, and internet tools.
• Strong communication skills—written, verbal, and online.
• Friendly, professional, respectful, and comfortable working with diverse cultures and abilities.
• Organized, self-directed, able to manage multiple tasks and meet deadlines.
• Ability to set boundaries and resolve conflicts calmly and respectfully.
• Valid driver's license and reliable vehicle.
• Current (or ability to obtain) First Aid certification.
• Successful Ministry of Justice Criminal Record Check.
• COVID-19 vaccination and compliance with health requirements.
• Asset: knowledge or experience with brain injury; non-profit experience.

Work Environment

• Office located in central Courtenay, with occasional off-site activities.
• Casual business attire.
• Use of standard office equipment and software.
• Living Wage Employer
• HSA/EAP available after probationary period.

How to Apply

Please submit your resume and cover letter describing how your experience aligns with this role to , or apply through Indeed.

Job Type: Part-time

Pay: From $23.75 per hour

Expected hours: 28 per week

Benefits:

• Casual dress
• Employee assistance program
• Flexible schedule
• Mileage reimbursement

Location:

• Courtenay, BC V9N 5W1 (required)

Work Location: In person