Career Opportunities

 

Big Brothers Big Sisters of the Fraser Valley is a non-profit organization dedicated to building the confidence, self-esteem, and overall well-being of children. We take pride in fostering a supportive and encouraging workplace culture and are committed to promoting a healthy work-life balance. As a leader in youth mentoring, we seek team members who are passionate about our mission and enthusiastic about making a difference in the lives of young people.

We are proud to provide our team members with:

  • A nurturing and collaborative work environment,
  • A strong focus on maintaining work-life balance,
  • Ongoing guidance and mentorship from a engaged and influential Board of Directors,
  • The benefits of being part of a small but dynamic team that encourages creativity and autonomy,
  • A workplace that is diverse, inclusive, welcoming, and safe for everyone.

JOB DESCRIPTION – PROGRAM ADMINISTRATVE COORDINATOR

 GENERAL INFORMATION:

 Position:                      Program Administrative Coordinator

Reports to:                   Program Manager

Direct Reports:            N/A

Start Date: January 6, 2024                    Hours: 25-27 hours/week                      Location: Abbotsford

Application Deadline: December 18, 2024 

Big Brothers Big Sisters of the Fraser Valley is a non-profit society committed to enhancing the confidence, self-esteem, and well-being of children and youth. We seek enthusiastic and compassionate individuals to join our team.     We are proud to offer our employees a supportive and positive working environment, and our commitment to work/life balance. As an organization that is seen as a leader in mentoring, we look for employees who are committed to our mission and passionate about mentoring for youth. This is your chance to have a BIG impact on the community.

 

RESPONSIBILITIES 

The following are the key duties and responsibilities of the role:

Program Administration:

  • Database administration:
  • Data Entry and Import: Processes program inquiries, mentee referrals, volunteer and mentee applications and records required information on the Service Delivery Platform (SDP) database.
  • Process and track program applications.
  • Generates monthly stats report based on Mentoring Coordinator data reports (confirmation, correction etc.).
  • Provides SDP technical and/or user support to Mentoring Coordinators as requested.
  • Provides a welcoming introduction to the organization for families, volunteers and community stakeholders.
  • Oversees online email inquiries and forwards them to the appropriate Mentoring Coordinator.
  • Prepares and manages physical files for Volunteers and Clients.
  • Conducts volunteer reference checks via email or phone.
  • Review and manage completed Mentor Training Questionnaires.
  • Notification letters: send file status letters to volunteers and families or other letters as required.
  • Prepares volunteer identification cards and certificates of appreciation.
  • Monitors BBBSFV Criminal Records Review Program Portal.
  • Monitors SharePoint Archival Volunteer and Client Files.
  • Manages and responds to emails in the Fraser Valley Admin and Program Admin Fraser Valley (PAFV) accounts.
  • Provides cross-training with Mentoring Coordinators to ensure coverage and support when needed.
  • Records accurate minutes for monthly Case Team meetings and other meetings as needed.
  • Maintains current knowledge of National Standards and local Program Service Delivery policies to ensure compliance and implement best practices effectively.
  • Supports the coordination of the bi-annual program file audit process.

Ticket Coordination and Events:

  • Build rapport and enhance the experience of event participants and community stakeholders.
  • Coordinate events and ticket distribution for the BBBS FV Community Program by collaborating with donors, community partners, program participants and staff. Manage email invitations, RSVP lists and event tracking documents. Ensure staff coverage for all scheduled events as required.
  • Follow up with program participants to gather feedback and express appreciation.
  • Ensure timely communication of gratitude letters/emails to ticket donors and community stakeholders. Work with Program Staff to collect match photos from events and verify Media Permission for all participants.
  • Assist in organizing large-scale Program Events with Program Staff, such as the Volunteer Appreciation in April and the Annual Agency Christmas Party.
  • Source and propose ideas for new event and ticket donations.

Deals for Bigs Program:

  • Maintain and update the Deals for Bigs (DFB) discount program annually by communicating with program donors, regularly updating their status and discounts, and expressing gratitude to all donors each year.
  • Ensure the BBBS FV website features the most current DFB brochure.
  • Include a “DFB Highlight” in the monthly agency e-newsletter.
  • Address and resolve any ongoing challenges related to the program.
  • Identify and source new business partners for the DFB program.
  • Keep the Community-Based Mentoring Coordinators informed of any changes to the DFB program.

General Tasks:

  • Participate in educational training opportunities to enhance skills that support both personal skill development and the program’s learning goals and objectives.
  • Attend team, department and organization meetings as required.
  • Participates in general agency functions: Annual General Meeting, Volunteer Recognition and Fundraising events.
  • Responsible for ordering administrative office supplies.
  • Provide support to the Program Team to maintain presentable workspaces.
  • Carry out additional administrative tasks as requested by your supervisor.

 

QUALIFICATIONS

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 working in youth focused social services

Skills

  • Excellent verbal and written 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 skills.
  • Effective problem-solving ability and resourcefulness.
  • Demonstrated abilities using Microsoft Office (Word, Excel, Outlook, Teams) and database systems; experience with Microsoft SDP/Dynamics Database is an asset.

Characteristics

  • Self-motivated and goal oriented.
  • Positive, solutions-based attitude.
  • Adaptable and open to change.
  • Enthusiastic about the vision and mission of Big Brothers Big Sisters of the Fraser Valley.
  • Desire to learn, grow and be coached.

Requirements

  • Clear criminal record check & acceptable Driver’s Abstract (where applicable).

Assets

  • Additional written and spoken language(s).
  • A valid driver’s license and access to a reliable vehicle.
  • Experience working in a non-profit organization

Remuneration:    Starting rate: $21.00/hour + 4% vacation pay

Please apply, in writing, to cheryl.unger@bigbrothersbigsisters.ca

No phone calls please. Only qualified applicants will be considered.

 

Big Brothers Big Sisters of the Fraser Valley is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

 

Big Brothers Big Sisters of the Fraser Valley is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Big Brothers Big Sisters of the Fraser Valley is committed to sustaining an environment where representation matters, diversity is celebrated and people of every race, religion, culture, gender and sexual orientation are welcomed. We acknowledge and honour the diversity of people, cultures, traditions and experiences, and we recognize and uphold the right of all individuals to respect, dignity, fairness, caring, equality, self-esteem and inclusion.

Thank you for your interest!

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