Administrative Coordinator – Residential Programs

Who We Are
For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement
The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description:

POSITION PURPOSE SUMMARY:

The Administrative Coordinator – Residential Programs (Non-union) provides efficient, accurate, confidential support to Harbour Light's Director of Residential Programs and to residential program managers. The Administrative Coordinator – Residential Programs plays a key role supporting team/committee meetings, preparing and processing documents, onboarding new employees, coordinating the flow of information, and maintaining critical administrative processes.

HOURS:

Reg FT, Mon - Fri 8.30am-4.30pm, 7.5 paid daily hours and an unpaid 0.5 hr meal break (37.5 paid hours per week).

Start date: April 6, 2026

ACCOUNTABILITIES:

The incumbent may perform all, some, or similar duties to the listed below:

1. General Administration

• Perform general office duties such as answer and screen telephone and direct and answers inquires; greet and escort visitors; resolve routine inquiries.
• Takes accurate, concise minutes at meetings, and ensures timely distribution of agendas and minutes
• Support the program departments with preparing or collecting paperwork for projects and processes, and generating reports, scheduling, reminders, documents, etc. as requested.
• Maintain supply room inventory for the program departments and place supply orders when necessary; collaborates with finance team to ensure supply documentation is complete
• Receives, sorts, logs, and distributes incoming mail; process out-going mail including materials of a confidential nature; receive parcel(s) and distribute to the appropriate person(s).
• Organize and file documents electronically or manually; photocopy and distribute materials, as requested; and send and receive fax/email material as requested.
• Prepares PowerPoint presentations (e.g., general staff meeting slides, etc.) and assists with meeting/presentation facilitation
• Supports the Executive team and managers with Standards of Excellence document and review preparation
• May represent the Administrative and Community departments on the health & safety committee (JOSH) and/or wellness committee
• In collaboration with the Administrative Coordinator, maintains the HL incident reporting database.
• Assists program managers and the finance team with monthly reconciliations for program-related expenses (e.g. bus tickets, etc.)
• Collaborate with Harbour Light Administrative Coordinator to ensure staff records are accurate and up-to-date, such as sick notes, seniority, etc.
• Represents Harbour Light at community events; supports the Community Engagement Coordinator with event preparation, set up, take down
• Administrative aspects of onboarding new employees for program departments in collaboration with the administrative department.
• Assists with Employee recruitment (e.g.: arrange interviews, arrange start dates, at times assist with interviews).
• Coordinates document distribution and sign-off processes, including annual policy manual updates and reviews
• Assists with proposals and funder updates

2. Treatment Program

• Consolidates and enters monthly program and administrative statistics into SAMIS
• Assists with database audits/file reviews to ensure staff are in compliance with policy and procedure.
• Format and organize program development materials and related documentation.
• Assists with tracking of probationary hours and that required documentation is completed in accordance with the collective agreement.
• In conjunction with the Treatment Manager, creates monthly program rosters and tracks attendance and absenteeism.
• Assists with MSD Reports and Self Pay client reports
• Update and distribute daily bed list and counsellor lists
• Order and maintain urinalysis kits inventory

3. CRF Program

• Consolidates and enters monthly program and administrative statistics into SAMIS
• Assists with tracking of probationary hours and ensure required documentation is completed in accordance with the collective agreement.
• In conjunction with the CRF Manager, creates monthly program rosters, on-call schedules and tracks attendance and absenteeism.
• Updates and maintains various information trackers such as the CRF Offender Screening data, bed lists and CRF Roster.
• May assist with CRF Screening process (i.e. Review files and provide feedback to managers)
• Tracks and coordinates the Enhanced Clearance process as the Harbour Light ACSO in accordance to the CSC contract obligations.

4. Community & Administration Department

• Assists finance team with various data entry needs related to Recovery Community programming
• Supports finance and program teams with bus ticket and gift card reconciliation

This role may perform other duties and other accountabilities as required.

WORKING CONDITIONS:

• This position requires the ability to sit for long periods of time, manage frequent interruptions, perform significant amounts of computer use (including repetitive data entry), participate in-person and virtual meetings, and carry materials weighing up to 20 lbs (e.g., a box of printer paper).
• This position works in an office setting, within a residential social service centre, in Vancouver's downtown eastside.
• This position may work with upset or angry people from time to time. This position has moderate contact with program clients.
• The normal work week is Monday to Friday, 8:30am to 4:30pm. This includes 7.5 paid hours and 0.5 hours unpaid lunch break each day.
• This position requires 0-10% local travel, as this position may occasionally support VHL at community fairs/events within the Lower Mainland.

The above responsibilities must be discharged in accordance with The Salvation Army's Mission Statement, in a professional manner, upholding our code of conduct.

EDUCATION, EXPERIENCE, AND QUALIFICATIONS:

• Willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army's health and safety policies and procedures.
• Ability to provide an original copy of a Background Check that is satisfactory to The Salvation Army, in its sole discretion, is required, including Child Check (if appropriate).

Education, Qualifications and Certifications:

• High school graduation or high school equivalency – e.g., B.C. Certificate of Graduation (Dogwood) or B.C. Adult Graduation Diploma (Adult Dogwood)
• A diploma in a relevant field of study (e.g. office administration, human resources, bookkeeping, etc.) is an asset
• Criminal Record Review Program clearance
• Naloxone training, First Aid with CPR, Mental Health First Aid, and Non-Violent Crisis Intervention training (or willingness to be trained)

Experience and Knowledge

A minimum of two (2) years administrative experience, preferably in a non-profit setting

Skills and Capabilities:

• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Intermediate to advanced computer skills, particularly Outlook, Word, and Excel
• Experience with Workday is a significant asset
• Strong attention to detail and accuracy with high-volume data entry
• Exceptional interpersonal and communication skills in verbal and written English
• Proven organizational, time management, and prioritization skills

Compensation:

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email if you have a need for any accommodation and we will be pleased to discuss this with you.