Volunteer & VIP Administrator
Full Time

Why STARS
At STARS, we come to work every day with a purpose…to save lives. Whether you work in the aircraft or at one of our six bases, everyone at STARS plays a vital role in helping to provide critical care, anywhere. Since flying our first mission in 1985, we have never lost sight of what is most important – our VIPS, or Very Important Patients. Each year, we fly over 3,000 missions, providing world-class critical medical care whenever and wherever we are needed, and every team member contributes to helping that VIP. We are a lifeline to the community when time and clinical expertise can make all the difference.

We are currently looking for a Volunteer & VIP Administrator at our Calgary base in the Foundation department.

It takes a team to make a difference in people’s lives. When it comes to STARS’ life-saving mission, it also takes individuals, communities, industry and governments. As a member of our Foundation team, you will be on the front-line serving as an ambassador and fostering relationships with our allies. Be part of something bigger. Be part of our team.

Key Responsibilities:
Administrative Support for Volunteer Program

• Coordinate administrative tasks related to internal and external STARS volunteer engagement opportunities.
• Generate and prepare Raiser’s Edge volunteer call lists, eblasts, and communication templates.
• Schedule volunteer pre‑screening calls and document applicant information.
• Maintain up‑to‑date volunteer documentation, onboarding records, program statistics, hours, and contact information.
• Support ongoing volunteer recruitment across all bases, including attendance at volunteer recruitment events.

Volunteer Ambassador Program Support

• Assist with coordination and documentation for the Volunteer Ambassador Program.
• Support planning and logistics for ambassador training, communication, and engagement activities.

General Volunteer Management Administration

• Prepare documentation and track progress for volunteer recruitment and placement.
• Schedule applicant interviews, reference checks, and background checks; maintain related files.
• Compile reports, dashboards, and statistics for internal stakeholders using Raiser’s Edge and Microsoft Office.

STARS VIP Program Support

• Maintain VIP program files, communication templates, and participant records.
• Ensure accurate VIP data entry in Raiser’s Edge, including hours for marketing, communications, and event needs.
• Assist with scheduling VIP tours, preparing materials, and coordinating logistics.

STARS Alumni Support

• Maintain alumni program files, communication templates, newsletters, social media and participant records.

Event & Program Logistics

• Provide administrative and logistical support for STARS events involving volunteers, VIP participants or STARS alumni.
• Prepare volunteer materials, such was timelines, signage, and volunteer schedules, as required.
• Support and/or attend external or internal events when extra capacity is needed.
• Track post‑event documentation, volunteer feedback emails and follow‑up tasks.

Qualifications & Requirements:

• 2–3 years of administrative experience, preferably in a customer service, non‑profit, or program coordination environment.
• Strong organizational and time‑management skills with the ability to support multiple projects in a fast‑paced setting.
• Strong written and verbal communication skills with the ability to create clear and professional messages, in-person or electronically.
• Intermediate computer skills, including MS Office (Word, Excel, Outlook, Teams); experience with Raiser’s Edge or CRM systems considered an asset.
• High attention to detail and accuracy in data entry, documentation, and record management.
• Strong interpersonal and relationship‑building abilities, with a proven capacity to work both independently and collaboratively as part of a team.
• Discretion and professionalism in handling confidential information.
• Commitment to supporting the STARS mission and values.

What we offer:
At STARS, every day we come to work with a purpose, to save lives. Maybe that’s your purpose too.

We provide a strong total reward offering inclusive of a salary tailored to your education and experience, comprehensive organization-paid health and dental benefits, free parking and more. But the real reward is joining a legacy – a legacy of lives saved, of hope in the fact of the unimaginable, and of pride in making a difference.

When you join STARS, you become part of a community that knows we’re stronger together. It takes a team to deliver the highest standards of care, and we need you to help us be our best.

Elevate your career. Be part of something bigger. Be part of STARS.

How to Apply/ Deadline to apply:
If you are the person we are looking for and would like to make a difference with your career, please make sure to apply by closing date: April 23, 2026

Want to learn more?
Interested in making a difference behind the scenes? Discover how our Foundation team drives support for life-saving missions across communities. Learn More About Foundation

By clicking "submit", you provide Shock Trauma Air Rescue Service (STARS) consent to collect, use and disclose your personal information for the purpose of evaluating, establishing and/or managing an employment relationship with you. You acknowledge that your personal information may be transferred outside Canada, and may be accessible to law enforcement and national security authorities outside Canada. If you have questions about this consent, or wish to obtain further details about STARS' privacy practices, please contact our privacy officer at privacy@stars.ca or review our privacy policy at https://stars.ca/privacy-policy/ .

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