Volunteer - Administrative Officer at Rec Room Wellness

Objective:

• To provide essential coordination support to ensure smooth operations at Rec Room Wellness. This role focuses on keeping teams aligned, tracking assignments, and ensuring timely follow-ups, helping the organization deliver on its commitments efficiently.

Expectations

• Commitment to a minimum of 6 months, renewable.
• Approx. 10 hours per week, including check-in meetings and reporting.
• Consistent communication and timely follow-ups.
• Uphold confidentiality, professionalism, and attention to detail.

Responsibilities

Task Management & Tracking

• Compile a weekly roundup of assignments across teams.
• Follow up with Fellows, staff, and volunteers to ensure deliverables are on track.

Reporting & Review

• Meet with the Chief Operations Officer every Saturday to review deliverables and priorities.
• Provide clear status updates on pending, completed, and upcoming tasks.
• Produce a Quarterly Strategic Goals Report highlighting activities, outcomes, challenges, and priorities.

Operational Support

• Assist in maintaining schedules, deadlines, and organizational calendars.
• Document weekly progress and highlight challenges or bottlenecks for resolution.

Communication

• Act as a point of contact for task-related inquiries.
• Ensure clarity and alignment between different teams and the COO.

Workflow

• Saturday – Meet with COO to report on task completion for the current week, review deliverables, and assign priorities for the upcoming week.
• Midweek – Track assignments and send reminders/follow-ups to responsible team members.
• End of Quarter– Prepare and submit the Quarterly Strategic Goals Report.
• Ongoing – Maintain a running log of tasks, deliverables, and timelines.

Skills & Qualities

• Strong organizational and time-management skills.
• Excellent written and verbal communication.
• Ability to track multiple tasks and follow up diplomatically.
• Reliable, proactive, and detail-oriented.
• Comfortable working in a collaborative, team-based environment.

Tools & Platforms

• Google Workspace (Docs, Sheets, Calendar)
• WhatsApp (team coordination)
• Task management tools (Trello, Asana, or equivalent if needed)