[26-025] Administrative Coordinator

Position: Administrative Coordinator

Location: 882 Maple Street

Hours: 35 hours per week

Salary: 25.75/hour

Start Date: March 23rd 2026

We are looking for a temporary full-time Administrative Coordinator to join our Counselling Services team for 6 weeks with the possibility of extension! The Administrative Coordinator provides confidential administrative support to the Manager of Counselling Services ensuring smooth operations across all programs under the Managers jurisdiction. This role involves managing communications coordinating reporting and supporting program delivery.

About Sources:

SOURCES is a community-based non-profit organization providing support and hope to communities in the Lower Mainland on Vancouver Island and across Northern BC. Sources strives to create vibrant and resilient communities through support to adults children youth and families facing challenges in life such as mental health disability poverty substance use and conflict. We support our communities through leadership education and volunteerism.

Sources is committed to learning about celebrating and incorporating Indigenous knowledge into our practices as we continue our work in truth and reconciliation. People of all races cultures ethnicities 2SLGBTQIA and abilities are welcomed to work with us. We value diversity respect and collaboration as we promote our mission: social wellness for our community.

Description of Position:

Reporting to: Manager of Counselling Services

General Responsibilities:

• Ensures that Sources Policies and Procedures are followed as well as the operating procedures of Sources Counselling Programs.
• Participates in quality improvement and evaluation processes implemented by the Executive Director or the Program Manager.
• Ensures that the rights dignity and confidentiality of all clients is maintained.
• Takes an active part in the work group by participating in staff meetings team days and other activities that promote better working conditions and better service to clients.
• Keeps up any training or upgrading as needed in computer and administrative skills.
• Prioritizes workload.
• Develops plans implements and advises Counselling and Substance Use Services Programs staff of effective administrative office and intake procedures.
• Abides by the Sources Counselling Programs Administrative Operating Manual and keeps this manual up-to-date as needed.

Program-specific Responsibilities:

• Manages office and works collaboratively with the Program Manager in managing administration including the following duties:
• Administers the client intake and waitlist process monitoring emails voicemails faxes and GP referrals through Pathways screening potential clients for eligibility including completing detailed intakes over the phone online or on a drop-in basis.
• Coordinates and supports the activities of Intake Workers.
• Redirects service requests to external community resources or other services when the intake process indicates they would be more appropriate.
• Maintains strong working knowledge of community resources and allied service providers and develops collaborative relationships with key resources such as White Rock Mental Health WR/SS Division of Family Practice and MCFD.
• Processes outcome measures at intake interim and discharge.
• Administers designs develops and troubleshoots databases as required.
• Provides database reports on a quarterly basis or when requested.
• Administers the Client Satisfaction Survey distribution process.
• Prepares monitors and administers all opening and closing of client files in a confidential manner in accordance with government requirements and accreditation standards.
• Tracks calls coming into the counselling programs in coordination with the receptionist.
• Monthly processing of contract counsellor invoice reconciling them against services provided inputting and forwarding to Finance Department for payment.
• Completes all monthly CVAP and EPBC billings and tracks service utilization of various funding streams within Counselling Services such as DiscoverY and the Division of Family Practices Primary Care Network funded counselling.
• Supports the administrative onboarding of new staff contract counsellors and practicum students.
• Maintains asset database.
• Develops and maintains filing and record keeping systems.

Physical Demands of Job:

• Walking/Moving Around - 25% Sitting - 75%

Cognitive Demands of Job:

• Independent Work - 75% Task Memorization - 75% Changing Priorities/Deadlines - 50% Reading/Writing - 100%

Qualifications:

• Preference that the candidate possesses a diploma or certificate from a business college in Medical Office Administration Administrative Assistant or related from a recognized institution of training or equivalent.
• Psychology social work or counselling background is an asset.
• Preference that the candidate be highly proficient in MS Office suite including Excel Word Outlook and central data systems
• Effectively communicate professionally verbally and written in English
• Two years related experience required. Experience in a clinical atmosphere is an asset.
• Must be able to work independently and have strong organizational and interpersonal skills.
• Experience in social services customer services or substance use services are assets to this position.

Benefits:

All employees regardless of benefit eligibility have access to an Employee & Family Assistance Program.

Closing Date: March 13th 2026

Internal candidates will be contacted by: March 13th 2026