Administrative Assistant, Grief Support & Volunteer Services
Posted on April 11, 2026 by Pilgrims Hospice Society
- Edmonton, Canada
- N/A
- Full Time
Grief Support Services & Volunteer Services Administrative Assistant
Pilgrims Hospice Society (PHS) is a registered charity that provides supportive and compassionate family-centered care to enhance the quality and dignity of life for those diagnosed with a progressive, life-limiting illness as well as support to those who are grieving the death of a loved one, from any cause.
POSITION SUMMARY
The Grief Support Services & Volunteer Services Administrative Assistant provides comprehensive administrative and operational support to both Grief Support Services and Volunteer Services. This role ensures the smooth coordination of grief support programming and volunteer engagement activities through effective communication, documentation, scheduling, and event support. The Grief Support Services & Volunteer Services Administrative Assistant will report directly to the Grief Support Services Manager with dotted line accountability to the Volunteer Services Manager. This is a permanent full-time position.
KEY RESPONSIBILITIES
Grief Support Services Administrative Support (0.7 FTE)
Program Coordination & Communication
- Send reminders to volunteers, facilitators, and participants (2-week and 1-week intervals)
- Coordinate facilitator preparation materials one week prior to group start
- Distribute confidential participant lists three days prior to group start
- Maintain and update shared Outlook calendars
Documentation & Data Management
- Maintain referral statistics and attendance records
- Update tracking systems following group completion
- Upload and manage informed consent forms and documentation
Program Materials & Logistics
- Assemble workbooks and print handouts
- Prepare and stock group materials
- Prepare participant lists
- Manage supplies for Studio A and B
- Prepare grief support materials (e.g., grief boxes)
Volunteer Services Administrative Support (0.3 FTE)
Volunteer Communications & Monitoring
- Monitor Volunteer Services inbox
- Send exit interview communications
- Track and compile program statistics
Volunteer Recruitment & Onboarding
- Set up and maintain volunteer profiles
- Register applicants for information sessions
- Send reminders and follow-up communications to new applicants
- Coordinate reference checks
- Maintain onboarding documentation
- Assist with Criminal Record Checks
- Create volunteer name tags
Events & Engagement
- Support information sessions, training, appreciation events, and roundtables
- Assist with event setup and materials
- Manage all Volunteer Services event registrations and reminders
- Attend events as required
QUALIFICATIONS & SKILLS
Required
- Minimum of two years’ experience in an administrative role
- Proficiency in Microsoft Office (Excel, Word, PowerPoint, Forms)
- Strong organizational and communication skills
- High attention to detail
- Ability to manage multiple tasks
- Confidentiality and discretion
- Availability for occasional evenings/weekends, on a pre-planned basis
Assets
- Post-secondary education, with a focus on business administration. Combination of education and experience will be considered
- Group facilitation experience
- Familiarity with Zoom or Teams
- Experience in health or social services, or the non-profit sector
Mandatory Employment Requirements: Successful candidates will be required to provide a current satisfactory Vulnerable Sector Criminal Record Check prior to first day of employment.
TO APPLY: Please submit your cover letter and resume on our recruitment portal.
We will review applications as they are received. The position posting will remain open until filled.
We thank all applicants for their interest however only candidates selected for an interview will be contacted.
Advertised until:
May 11, 2026
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