Office Coordinator

**Job Title:** Office Coordinator (0.6 FTE, Part-Time)

**Organization:** Valley Hospice Foundation

**Location:** Eastern Kings Memorial Health Centre, Wolfville, Nova Scotia

**Reports To:** Executive Director

About Valley Hospice Foundation

Valley Hospice Foundation is a small, community-based not-for-profit organization dedicated to supporting compassionate end-of-life care in our region. We work to raise awareness and resources that ensure individuals and families have access to hospice and palliative care services when they need them most.

Position Summary

The Office Coordinator plays a key role in supporting the day-to-day operations of Valley Hospice Foundation. This position provides comprehensive and confidential administrative, financial, and program support to ensure the effective functioning of the Foundation and its community initiatives. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a small team environment.  This role also models and promotes customer service excellence within the Valley Hospice Foundation team.

Key Responsibilities

• Administrative & Office Support – Acts as a first point of contact for the Executive Director and Board Chair handling day to day administrative functions including:
  • Manage general office operations including mail, email, phones, supplies, and filing.
  • Draft, edit, and distribute correspondence, reports, and other communications.
  • Establish and maintain a variety of information systems, including document filing, policy, procedures, data collection, donor databases, contact list and retention systems. .
• Financial & Database Support
  • Process donations and prepare donor acknowledgments/receipts including providing the Executive Director with information on any bequests and In Memoriam donations including monthly statements
  • Maintain a donor database, including donation records and content consent permissions.
  • Perform bookkeeping tasks such as invoice tracking, petty cash, and expense reporting.
  • Maintain accurate donor and financial records in compliance with current regulatory and organizational requirements.
  • Assist the Executive Director in gathering information for the preparation of the annual budget.
• Board & Committee Support
  • Provide administrative support to the Board of Directors, including preparing meeting materials, scheduling, and minute-taking.
  • Support Board committees and volunteers with logistics and communications.
  • Develop and maintain system to track Board member attendance at meetings, orientation, education seminars and courses.
• Fundraising, Event Support& Community Engagement
  • Coordinate and participate in donor stewardship activities (such as board thank you calls and letters, welcoming new donors, annual report permissions, stewardship blitzes). Maintain donor privacy and confidentiality.
  • Support communications (newsletter, social media, website updates) including development of promotional print and digital materials
  • Assist the Executive Director in creating information for digital assets – including social media and website – utilizing VHF brand guidelines and templates.
  • Assist with organizing event logistics (e.g., registration, ticket sales, volunteer sign-up and orientation), ensuring all required supplies and resources are available.
  • Track event participation.

Qualifications & Skills

• Post-secondary education in business administration, office management, or related field or combination of recent and relevant education and experience.
• Minimum of 2 years of administrative or office coordination experience, preferably in a not-for-profit environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Proficiency in donor management and general accounting.
• Experience using Sage or similar accounting software.
• Experience with donor management or customer relationship management (CRM)
• Strong organizational and time management skills with attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively with staff, volunteers, and community partners.
• Demonstrated commitment to the mission and values of Valley Hospice Foundation.

Position Details

• Employment Type: 0.6 FTE (22.5 hours per week).
• Schedule: Flexible, with some evening/weekend hours required for events.
• Compensation: $22.50 to $25 per hour, commensurate with experience. The successful candidate may be eligible for a benefits package which includes health, dental, travel, long-term disability, and life insurance coverage as well as a defined benefit pension plan.
• Start Date:15 October 2025.

How to Apply

Interested candidates are invited to submit a resume and cover letter to:
Dawna MacIvor, Executive Director by Email:   DawnaR.MacIvor@nshealth.ca

Competition will remain open until the position is filled. Initial application review will begin on September 17, 2025. Interviews will begin the week of 22 September 2025.