Job Description – Administrative Services Coordinator

The Administrative Services Coordinator is a key member of the program team and advances the agency mission by supporting in the completion of all program administrative tasks and facilitating the coordination of events, tickets, and camps for the Mentees, Mentors, and Families in our programs.

Big Brothers of Greater Vancouver (BBGV) is a non-profit organization providing mentoring programs for children and youth. BBGV's mission is to enable impactful relationships where children and youth can discover their power and potential, in collaboration with our local communities. Intentionally fostering an inclusive space of belonging, ongoing growth, and learning, and evolving to meet the needs of communities served are central values at BBGV.

RESPONSIBILITIES

Events, Camps and Ticket Coordination

· Build rapport and enhance experience of event participants.

· Coordinate events and camps for our Big Brothers Community Program by liaising with event donors, participants, and staff. Create and send email invitations, maintain RSVP lists, and event tracking documents. Ensure staff coverage for all scheduled events/track coverage. Follow up with participants for feedback/ appreciation.

· Coordinate the distribution of donated event tickets to program participants. Build and maintain relationships with ticket and event donors

· Coordinate and execute two larger events, with staff team support: Big Brothers Picnic in September and Winter Party in February.

· Source donations of snacks for site-based mentoring programs, and source ideas for new event and ticket donations.

· Maintain and distribute monthly community events flyers and discount flyer for all service areas. Source new discounts as needed.

Program Administration

· Database administration:

o Data entry: create files and new matches/programs in the database.

o Data import: monitor incoming applications on our website and ensure all necessary information is obtained and import applications into the database.

· Take minutes for monthly Program team meetings, and other meetings as needed.

· Notification letters: Send file/match closure letters, and other letters as needed, to applicants, volunteers and families.

· Create staff schedules for facilitating volunteer and family information and training sessions. Distribute schedule information to staff team.

· Collect and prepare monthly expense reports for the Program Director’s approval.

· Create volunteer identification cards and certificates of appreciation.

· Additional administrative tasks, as needed.

· Cross train with the Intake Coordinator role to support, as needed.

Education and Experience

· 1-2 years diploma or certificate related to office administration, or related experience.

· 1-2 years’ experience completing administrative tasks and providing office support, including clerical administration and client service.

· 1-2 years’ experience facilitating the coordination of events, tickets, and camps.

Skills and Attributes

· Excellent verbal and written communication skills

· Excellent customer service and interpersonal skills with the ability to communicate effectively both orally and in writing and ability to build strong relationships with staff and stakeholders

· Demonstrate a high level of accuracy and exceptional attention to detail

· Ability to work independently and effectively with strong organization and time management

· Excellent problem solving ability and resourcefulness.

· Demonstrated abilities using Microsoft Office (Word, Excel, Outlook) and database experience; experience with Microsoft CRM/Dynamics Database an asset.

· Self-motivated and goal-oriented

· Positive, solutions-based attitude

· Adaptable and open to change

· Creative and resourceful

· Enthusiastic about the vision and mission of Big Brothers of Greater Vancouver

· Desire to learn, grow, and be coached

· Flexibility to work some evenings and weekends is required on occasion

Additional Information

If you are interested in contributing to our dynamic team, please send your resume and a cover letter with a subject "Administrative Services Coordinator". Cover Letter and Resume are required, applications without will not be considered.

Applications will be reviewed as they are received. If your background and qualifications match the position requirements, we will contact you. Big Brothers of Greater Vancouver is committed to principles of anti-oppression and employment equity, and strives to create an inclusive workplace that promotes and values diversity. If accommodation is required during the hiring process, please inform the hiring committee once selected for an interview.

Big Brothers of Greater thanks all candidates for their interest: however only those selected to continue in the process will be contacted.

Job Types: Full-time, Permanent

Pay: From $43,100.00 per year

Benefits:

Dental care
Employee assistance program
Extended health care
Flexible schedule
On-site parking
Paid time off
RRSP match
Vision care

Schedule:

Monday to Friday
Weekends as needed

Work Location: Hybrid remote in Vancouver, BC V5R 4H1

Application deadline: 2024-10-21

Big Brothers of Greater Vancouver

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Administrative Services Coordinator