Medical Office Administration jobs in Nanaimo, BC

Who we are: The Nanaimo & District Hospital Foundation was founded in 1977 and has become the largest hospital foundation on Central Vancouver Island, raising close to $10 million in our current fiscal year. “It’s in Our Nature to Give” became our tagline in our current strategic plan and has encouraged a philanthropic surge across our community to achieve our mission of improving healthcare. We focused our fundraising on thematic giving on key areas in our hospital, cancer, critical care, heart and stroke, mental health, community and family health and innovation to provide a variety of giving opportunities for our donors. Our donors are the most important part of our work; every gift, no matter the size, is treated with kindness and respect. With the generosity of our donors, we facilitate the funding of cutting-edge medical equipment, impactful capital projects, community health initiatives, healthcare education programs and patient comfort items.

The Nanaimo & District Hospital Foundation is a small but mighty team, with 13 employees who are all inspired and ambitious to continue to improve health outcomes in our community. The Foundation is committed to growing a dynamic team that aligns with our values of trust, integrity and passion. We believe that providing employees with respect and flexibility in real life will create a work eco-system that is devoted to impactful results.

The role: We’re looking for an individual who is organized, personable, detail oriented and passionate about being part of an impactful community organization. A successful candidate will be a natural problem solver who enjoys keeping things moving behind the scenes while providing a warm and professional experience to donors, visitors and community partners. The little touches we make for our donors like thank you cards, donor walls and condolence cards can shape a donor’s experience with the Nanaimo & District Hospital Foundation and ultimately lead to long lasting donor relationship.

What you’ll do:

Donor Experience and Stewardship

Ø Perform front desk and online reception duties, responding to donor inquiries by phone and via email, and greeting and assisting all visitors to the Foundation office.

Ø Process incoming and outgoing mail, and flag and elevate donors for more in-depth stewardship as required.

Ø Maintain the integrity of donor records in Raiser’s Edge, ensuring records are updated, actions added and preferences tracked in an accurate and timely manner.

Ø Develop and oversee the implementation of in-memory giving initiatives including preparing next of kin cards, gift in memory acknowledgment cards, monitoring obituaries and preparing condolence letters.

Ø Coordinate in-kind donations including tracking, donor stewardship and distribution of items to relevant departments/facilities/events, both directly with donors and in support of activities led by other members of the Development Team.

Ø In collaboration with the Development Team, develop and lead the implementation of donor recognition initiatives, including stewardship programs, donor walls, recognition pins, and acknowledgement processes that reinforce donor impact.

Development Team Support

Ø Provide administrative support for events, including tracking RSVPs, creating invoices and pledge documentation, entering pledges into the Blackbaud NXT event module, and following up on sponsor commitments to support timely donation collection.

Ø Coordinate the production of fundraising and communications materials, including print and direct mail projects, by liaising with vendors, managing schedules, and assisting with content development.

Ø Support the Development Team with fundraising and donor engagement initiatives as required, including assisting with grant and estate administration, preparing community and donor presentations, and providing donor stewardship support.

Admin and Office Management

Ø Book meeting rooms for bi-weekly staff meetings and other internal and external meetings as required.

Ø Manage the inventory of all office supplies, eg letterhead, receipts, other stationery, pens, etc ensuring the office stays within the allocated budget.

Ø Contribute to staff morale by tracking and recognizing milestones, birthday and other special events.

Ø Coordinate staff and board/visitor parking passes.

Ø Ensure the office is organized and presentable to donors and guests.

Qualifications and requirements:

Ø Ability to work in office at the front desk Monday-Friday from 8:30am-4:30am.

Ø Experience working in a customer-facing role with a demonstrated commitment to providing exceptional service.

Ø Strong organizational skills and the ability to manage multiple priorities, deadlines, and projects in a fast-paced environment.

Ø Ability to work with high attention to detail and accuracy.

Ø Demonstrated professionalism, sound judgment, and the ability to handle sensitive donor information with discretion and confidentiality.

Ø Proficient with Microsoft Word, Excel and PowerPoint.

Ø Experience and comfortable using CRM systems and databases.

Ø Experience and knowledge of fundraising principles and practices are considered an asset.

What we offer:

Ø Salary Range: $51,500 - $72,100

Ø Municipal Pension Plan

Ø Comprehensive Group Benefits

Ø Paid Vacation

How to apply:

If you think you would be a great fit for this role, please submit your cover letter and resume to wendy.innes@islandhealth.ca. The deadline to apply is October 18, 2026. Only short-listed applicants will be notified.

Pay: $51,500.00-$72,100.00 per year

Benefits:

• Company pension
• Dental care
• Disability insurance
• Discounted or free food
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Work Location: In person