Administrative Coordinator

Habitat Conservation Trust Foundation - Victoria, BC (30+ days ago)

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Passionate about conservation? We are - come join us!

We are a non-profit foundation investing in habitat conservation projects across BC with an opening for a full-time Administrative Coordinator. We are seeking an individual who is energetic, self-directed, and has a positive approach to their career, their work and their colleagues.

The Administrative Coordinator is part of our Finance and Administration Team. The position reports to the CFO and works out of our Victoria office. The current opportunity is a temporary, full time position for one year, with the possibility of an extension or permanent placement after the initial term. The Administrative Coordinator provides a range of support services for staff that contribute to the achievement of the Foundation’s vision, and ensures smooth and efficient operations of our office and systems.

Posting dates: July 30th to August 23rd (close Sunday at midnight)

Job Type: Temporary, full time for 1 year (with possibility for extension)

Target start date: Mid-September

Grid and Wage: Grid 13, Starting at $47,881 *under review (the grid and wage level for this position are currently under review and may change slightly. Wage will be confirmed prior to the interview stage)


The Coordinator Administrative Services, Habitat Conservation Trust Foundation, reports to the Chief Financial Officer and provides a range of support services for staff that contribute to the achievement of the Foundation’s vision as well as its mandate to invest in projects that maintain and enhance the health and biological diversity of British Columbia’s fish, wildlife and their habitats so that people can use, enjoy, and benefit from these resources. The Coordinator Administrative Services:

Provides general administrative support;
Performs records management functions;
Contributes to program and operational analysis; and
Provides general support to staff in the Foundation’s three business lines.

Contributes to the promotion of habitat conservation

Provides input to the management team during the preparation of strategic and operational plans to enhance habitat conservation within British Columbia;
Applies administrative expertise to support the maintenance of existing, and the development of new partnerships, to secure and increase funding for conservation initiatives;
Provides administrative input respecting the management and refinement of processes for the grant and education programs to support successful implementation of the Foundation’s mandate; and
Maintains familiarity with the habitat conservation efforts of the Foundation.

Develops relationships

Builds and maintains effective working relationships with internal clients, funding recipients, shareholders, stakeholders, suppliers, and other representatives essential to providing administrative services for the Foundation.

Provides administrative support services

Performs routine accounts payable functions such as credit card reconciliations, cheque preparation and accounts payable processing;
Investigates issues and makes recommendations to the CFO respecting the Foundation’s administrative and operational policies and procedures;
Provides administrative services for issues related to the acquisition, maintenance and upgrading of facilities, information technology, telecommunications, furniture, equipment, emergency preparedness supplies and equipment and office security;
Monitors office supplies, forecasts future needs and makes purchases as needed;
Assists in the evaluation of staff needs and the identification of solutions related to systems requirements, upgrades to hardware and software, and training;
Liaises with systems service providers to resolve issues
Provides advice and guidance on new and existing administrative policies/procedures
Takes a leading role in the recruitment process through managing job postings, corresponding with applicants, maintaining applicant records, scheduling interviews, and other tasks as requested by the hiring committee;
Assists in onboarding new employees by providing orientation to administrative processes, training on health & safety protocols, and conducts follow ups on the individual experiences of the hiring and onboarding processes;
Assumes responsibility for all health and safety plans, policies, documents and protocols, including making recommendations to management regarding changes or improvements;
Assists with business continuity and disaster recovery planning; and
Maintains office forms and templates and provides advice on their use

Provides Information Technology (IT) services

Acts as the daily point of contact for a range of day-to-day IT requirements;
Takes a leading role in IT operations and maintenance for the office, including planning and implementation of IT projects, and investigating and recommending new IT solutions;
Liaises with HCTF’s Helpdesk service provider and other contractors to resolve issues, including acting as the IT Helpdesk Liaison for all staff and all office-wide IT issues/needs;
Consults with various stakeholders on technical issues and escalates according to protocols;
Follows up with staff and contractors to ensure incidents are resolved;
Prepares workspace, arranges security access, and ensures IT requirements are set up for new employees;
Monitors systems reports and IT meeting outcomes to identify common or escalating trends in usage, performance, or incidents to guide development of technical solutions, communications and training; and
Oversees aspects of the annual IT budget and some special IT project budgets

Provides records management services

Establishes and maintains the Foundation’s electronic and paper records management system;
Tracks and maintains corporate record keeping for the HCTF to ensure formal Society Act reporting and administration matters are up-to-date;
Maintains up to date record of Board of Directors history, terms of appointment and retirement dates as well as any of their administrative details; and
Coordinates information flow on issues and responses including following up to locate and assemble background materials.

Contributes to program and operational analysis

As assigned, assists program and technical staff with projects involving research, analysis and problem solving;
Conducts reviews, analyses, and summarization of documents for HCTF;
Provides support for the annual renewal of all general business insurance requirements, including detailed review and analysis of any policy and premium changes;
Suggests and implements changes to the technical review meeting planning process to provide further organization and efficiencies with the meeting and committee planning process;
Prepares documentation, correspondence, or reports at the instruction of HCTF staff in support of a variety of operational issues; and
Assists HCTF staff with workload relevant to operations.

Provides general support services

Supplies administrative services required to intake, process and evaluate grant applications;
Manages all travel, accommodation and logistical arrangements for Board meetings, technical review meetings, evaluation workshops, CEO out of town travel and other general business meetings, including overseeing budget aspects for these areas;
Organizes briefing materials for the Board ensuring submissions are complete and deadlines are met, as well as reviewing opportunities to integrate technology and process efficiencies for improved Board meeting experiences and outcomes;
Provides assistance with proof reading, style and layout issues for staff preparing correspondence, information notes, and reports;
Maintains a new Board member orientation manual, and assists the CEO with onboarding new directors; and
Assists in the planning and preparation of display materials to support media events, trade shows, and
Manages inventory of HCTF swag materials including needs assessment, monitoring, forecasting and purchasing of all logo’d items

Takes responsibility for administrative projects

As assigned by the CEO or the CFO, assumes responsibility for administrative initiatives such as acquisition of new systems, facilities, equipment and the like.

Contributes to the Foundation team

Supports a culture that reflects Foundation values of exceptional performance, continuous improvement, and ongoing learning and development;
Contributes to open and effective communication links between staff and the management team; and
Supports a healthy and safe working environment
Provides administrative support to 10 staff


High School graduation plus a program certificate in office administration or, for persons without the forgoing, an equivalent combination of education, training and experience

This job requires experience as well as demonstrated success in:

Delivering a broad range of administrative support services to clients within an organization;
Managing paper and electronic records;
Writing, editing and proofing documents; and
Collecting, analyzing and organizing information and documents for internal clients and stakeholders.

The successful candidate must have the ability to:
Communicate, both orally and in writing, effectively, concisely, in a timely manner, and at an appropriate level and format;
Deliver services under time constraints while maintaining a high level of attention to detail, prioritizing appropriately to meet deadlines and maintaining confidentiality;
Analyze issues, identify options, draw conclusions, make sound decisions and recommend appropriate courses of action; and
Exercise independence, initiative, discretion and use judgment, tact, and diplomacy when dealing with issues.

There is a preference that applicants have:
Some training and/or experience related natural resources
Experience working in a not-for-profit organization including providing administrative support to a Board of Directors;
Some experience with financial administration; and
Some experience with meeting and event planning.

Behavioral Competencies


Service Orientation implies a desire to identify and serve customers/clients, who may include the public, co-workers, other branches/divisions, other ministries/agencies, other government organizations, and non-government organizations. It means focusing one’s efforts on discovering and meeting the needs of the customer/client.
Teamwork and Co-operation is the ability to work co-operatively within diverse teams, work groups and across the organization to achieve group and organizational goals. It includes the desire and ability to understand and respond effectively to other people from diverse backgrounds with diverse views.
Planning, Organizing and Coordinating involves proactively planning, establishing priorities and allocating resources. It is expressed by developing and implementing increasingly complex plans. It also involves monitoring and adjusting work to accomplish goals and deliver to the organization's mandate.
Problem Solving/Judgement is the ability to analyze problems systematically, organize information, identify key factors, identify underlying causes and generate solutions