Company Overview

Central Okanagan Hospice Association is a volunteer-driven community organization providing supportive care to people living with life-limiting illness and their families. Its compassionate volunteers support people at home, in hospital, long-term care and hospice settings, with a commitment to ensuring no one has to die or grieve alone.

Position Summary

The People and Programs Coordinator provides program coordination, volunteer support, administrative, database, and organizational services to the Central Okanagan Hospice Association (COHA). Key areas of responsibility include supporting volunteers throughout the volunteer lifecycle, including recruitment, onboarding, training documentation, record maintenance, communication, and ongoing support; planning, coordinating and implementing the Wellness Program program at COHA August Centre and other locations as necessary; planning, coordinating and implementing the Community Visiting Vigil program; and collaborating with external contractors to coordinate and implement COHA’s Hospice Palliative Care (HPC) new volunteer training.

The position also provides administrative and operational support to the Director of Programs and Services, the Service Delivery Team, and other staff as required. Responsibilities include maintaining accurate records and information systems, preparing documents and reports, coordinating meetings and training logistics, and supporting effective day-to-day operations.

Reporting to the Director of Programs and Services, this position plays an important role in supporting the delivery of COHA programs, coordinating volunteer training initiatives, and ensuring volunteers have the information, resources, and support they need to contribute effectively to the organization.

The People and Programs Coordinator is expected to promote and uphold the Mission, Vision, and Values of the Central Okanagan Hospice Association in all aspects of their work and professional conduct.

Responsibilities

Volunteer Coordination and Support

- Support volunteer recruitment, screening, onboarding, orientation, and ongoing engagement in collaboration with the appropriate staff.
- Maintain accurate and confidential volunteer records, including contact information, screening documentation, training information, conduct annual check-ins, and other relevant records.
- Respond to volunteer inquiries and direct prospective and current volunteers to the appropriate staff member, resource, or process.
- Assist with volunteer communications, recognition, appreciation activities, and related initiatives.
- Work collaboratively with external contractors to coordinate and implement the HPC New Volunteer Training program, including scheduling, communications, logistics, materials, and related administrative requirements.
- Maintain appropriate confidentiality and handle volunteer information in accordance with COHA policies and privacy requirements.

Program Coordination and Implementation

- Coordinate and support the implementation and ongoing delivery of the Wellness Program at the COHA August Centre and other locations.
- Coordinate and support the Community Visiting Vigil program,



including related scheduling, communications, administrative arrangements, and volunteer support.
- Communicate and collaborate with relevant staff, contractors, volunteers, and community partners to support the effective delivery of programs.

Administrative and Organizational Support

- Provide administrative support to the Director of Programs and Services, the Service Delivery Team, and other COHA staff as required.
- Maintain organized electronic and physical records, files, shared resources, and information systems.
- Generate reports, gather statistical data, and other information as requested by staff and leadership.
- Help maintain efficient administrative procedures and identify opportunities to improve recordkeeping, information management, and workflow.
- Ensure confidential client, family, volunteer, donor, and organizational information is handled appropriately and in accordance with organizational policies and privacy requirements.

Organizational Responsibilities

- Work collaboratively with the Director of Programs and Services, the Service Delivery Team, other COHA staff, volunteers, and external contractors to support organizational priorities.
- Communicate professionally and compassionately with clients, families, volunteers, community partners, donors, and members of the public.
- Participate in team meetings, organizational initiatives, and relevant training and development opportunities.
- Maintain a professional, respectful, inclusive, and service-oriented approach in all interactions.
- Contribute to a positive and collaborative workplace that reflects COHA’s Mission, Vision, and Values.
- Undertake other related program coordination, volunteer support, administrative, and organizational duties as required.

Knowledge, Skills, and Abilities

Specialized Knowledge

- Knowledge of volunteer management practices, including recruitment, onboarding, engagement, and recognition.
- Awareness of confidentiality and privacy practices in a nonprofit or human services setting.
- Familiarity with principles of diversity, equity, and inclusion, particularly in relation to volunteer coordination and service delivery.
- Knowledge of client management systems and relevant software for data tracking and reporting.
- Familiarity with wellness programming such as reiki, yoga, and meditation in palliative and bereavement contexts.
- Knowledge of palliative care principles and practices, particularly in vigil services support in community and home-based settings.

Skills

- Strong organizational, administrative, and program coordination skills, with excellent attention to detail.
- The ability to coordinate multiple programs, activities, and deadlines while maintaining accurate records and documentation.




- Strong communication and interpersonal skills, including the ability to work effectively with volunteers, contractors, colleagues, and community partners.
- Experience or demonstrated ability in volunteer administration, onboarding, recordkeeping, training coordination, and volunteer support.
- Proficiency with databases, spreadsheets, contact management systems, and information management processes.
- Strong computer skills, including experience with Microsoft Office applications.

Abilities

- The ability to work independently, take initiative, solve problems, and adapt to changing priorities.
- A team-oriented approach and willingness to provide administrative and operational support across different areas of the organization.
- A compassionate, approachable, and professional manner when working in a hospice and grief-support environment.
- The ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
- Flexibility to balance program implementation, volunteer coordination, and administrative responsibilities.

Other Attributes, Characteristics, or Personality Types

- Collaborative, approachable, and community oriented.
- Committed to fostering a positive workplace culture aligned with COHA’s mission and values.
- Responsive, flexible, and adaptable to changing organizational or program needs.
- Comfortable working with marginalized populations and applying inclusive practices.

Additional Requirements

- A satisfactory criminal background check is required as a condition of employment.
- Valid driver’s license and access to a vehicle.
- Availability to work evenings and weekends when required.

Education and Experience

- Post-secondary education human services, social services, non-profit management or community development, or a related field is an asset.
- Previous experience in program coordination, volunteer support, administration, nonprofit organizations, healthcare, community services, or a related environment.
- Experience coordinating programs, training activities, meetings, or community-based initiatives is an asset.
- Experience supporting volunteers, including onboarding, maintaining records, coordinating training, and communicating with volunteers, is an asset.
- Strong computer skills and experience using Microsoft Office applications.
- Experience working with databases, CRM systems, spreadsheets, contact management systems, or similar software.
- Strong written and verbal communication skills.

Working Conditions

- The position is scheduled for 22.5 - 27.5 hours per week. Additional hours may occasionally be required during busier periods.
- Heavy lifting may be required from time to time.
- The position requires emotional resilience and the ability to work in an environment where topics of death, dying, grief, and end-of-life care are commonly addressed.

Pay: $30.00-$31.00 per hour

Expected hours: 22.5 – 27.5 per week

Benefits:

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Work Location: In person

📌 People and Programs Coordinator (Central City)
🏢 Central Okanagan Hospice Association
📍 Central City