New Job Administrative Coordinator In British Columbia

COMMUNITY ASSOCIATION OPPORTUNITIES

Administrative Coordinator

Reporting to the SFEST Chair and SFEST Committee; the successful candidate will be responsible for planning, coordinating, and leading the administrative requirements of the Steveston Community Society for SFEST 2023. The SFEST Administrative Coordinator will also assist in planning, developing, coordinating, identifying and pursuing funding opportunities, and manage sub committees’ volunteers. The SFEST Administrative Coordinator’s responsibilities will also include working with City of Richmond staff on various joint aspects of SFEST 2023.

Job Location
Steveston Community Centre

Duties and Responsibilities

• Organizing the production of SFEST 2023, working with the SFEST Committee Chair, sub committees and City staff.
• Organize committee meetings and documents including agendas and minutes.
• Update the Terms of Reference for the SFEST Committee with the committee chair.
• Update Critical Path documents for each area of SFEST 2023.
• Coordinate communication and provide support to chairs of SFEST zones such as Salmon Bake, Chow Mein booth, Sammy’s Fun Zone/Children’s Area, Japanese Cultural Show, Parade and other areas as designated by the committee.
• Coordinate communication and provide support to stakeholders and community partners. Including, but not limited to; Steveston Harbour Authority, Gulf of Georgia Cannery, Steveston merchants.

Marketing

• Working in collaboration with the City’s Marketing Coordinator, develop a marketing strategy and program for SFEST 2023.

Volunteers

• Assist with the management of the volunteers for various events of the SFEST 2023 (specific events to be determined) by providing clear direction and expectations to the coordinator of the event and their supervisor.
• Assist in the recruitment and retention of volunteers.

Safety and Risk Management

• Develop and implement a risk management protocol for meetings and promotional events including current COVID-19 protocols, if applicable.
• Where applicable, organize and recommend the appropriate insurance requirements for the Societies including events, permits, licenses and certificates.
• Complete accident and incident report forms as required.
• Follow emergency protocol and procedures for events and buildings and ensure all staff and volunteers (including Board of Directors) are well versed and aware of the location of safety equipment.
• Ensure all regulations are adhered to at events including but not limited to, health and fire requirements.
• Assist and support City staff in the event of an emergency.

Customer Service/Communication

• Liaise with the Societies’ Board of Directors, committees and other external agencies and organizations as required to support the production of SFEST 2023.
• Use effective communication skills with both internal and external clients and office staff.
• Ensure effective conflict resolution skills are used to deal with difficult situations that may arise with volunteers, staff, Board of Directors and within the production of SFEST 2023.
• Act as a resource to the public, staff and board for seeking information about SFEST 2023.
• Assist in developing partnerships with other Richmond community organizations and service providers.

Administration

• Organize SFEST Committee Meetings and Committee documents.
• Prepare written reports and agendas.
• Assist with the preparation and maintenance of the Society’s budgets regarding SFEST 2023.
• Research and apply for additional funding opportunities for the society through grants, donations and sponsorships.
• Assist with the management of funds with City staff.
• Submit reports/updates to a committee or committee(s) and Board of Directors meeting as requested.
• Maintain and manage the Societies’ files documents regarding this project. Other duties as may arise regarding this project.

Hours of Work
The following is a template of hours of work which are negotiable. Evening and weekend work will be required and discussed with SFEST Chair or designate.

Hours of Work start of employment to end of Dec. 2022: 20 hours per week. Work and location to be determined in collaboration with the SFEST Chair or designate. Some hours per week in the RAIS office will be required.

Hours of Work January 1, 2023: To expand to 35 hours. Work location will require flexibility and some hours will be allocated to the RAIS Office. Will require flexibility in hours and location with evening and weekend work. This is to be discussed with RAIS President or Designate.

Hours of Work starting March 1, 2023: Will require flexibility in hours and location with some evening and weekend work. Work hours will be based on an averaging agreement to be completed every 4 weeks at 160 hours maximum unless discussed with SFEST Chair or designate.

Hours of work during the Week of the Festival, June 26th to July 2 inclusive will require full week of work including June 30th and July 1st.

Term of Employment
Employment will begin as soon as possible and end on August 31, 2023, with possible extension.

Wage
$25.00 per hour with benefit package and following BC Employment Standards Act. Negotiable depending on experience and qualifications.

Required Qualifications

Grade 12 plus 2 years of post-secondary education and 2 years of experience in event planning and/or Volunteer management or an equivalent combination of education and experience
Strong computer and skills and knowledge of MS Word, Excel, and Publisher
Experience with Social media platform
Experience with online document processing and familiar with WebEx and Zoom programs for meetings
Previous volunteering experience
Knowledge of community resources opportunities
Evidence of strong interpersonal and communication skills
Criminal Record Check
Class 5 BC Driver’s License
Standard or Emergency First Aid & CPR
Food Safe and Serving it Right certification

Desirable Qualifications
Undergraduate degree in Social Sciences, Non-Profit Management, or Human Resources