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Program Coordinator, Indigenous Justice

4 months ago

Vancouver, Canada The Law Foundation of BC Full time

Department:  Operations

Hours of work:  This position is a full-time permanent position (35 hours per week). Some weekends and evenings required a few times during the year as it relates to grants adjudication, committee, and Board meetings.

Reports to:  Director of Operations

Location:  Our office is in downtown Vancouver; however, we provide the option to work remotely from anywhere in BC. 

Accessibility:  Current office is located on the 15th floor of a building with elevator access and accessible, gender-neutral washrooms and additional accessibility considerations.  

Salary:  $77,569 to $99,116 annual salary based on experience (we expect someone new to the Foundation to start at the lower end of this range)

Posting Date:  March 27, 2024

Posting Closing Date:  Until filled

About the Law Foundation of BC:

The Law Foundation of British Columbia (the Foundation) invests in work that empowers people and strengthens communities, aimed at creating a future where systems of law and justice support all people to live and thrive in dignity.

The Foundation makes grants using funds arising from the interest paid on lawyers’ pooled trust accounts and other sources.

Through its funding, the Foundation supports many programs and services that seek to promote justice for people at both an individual and systemic level. This includes funding targeted at racial justice initiatives, supporting a network of advocacy and legal aid services, providing educational opportunities, and supporting access to legal information, to name a few.

A significant focus of the Foundation’s work is to provide funding support for Indigenous peoples’ work on justice initiatives, as prioritized by Indigenous communities, whether involving Canadian law or Indigenous legal orders.

Working at the Foundation means joining a team of passionate, hard-working professionals. We are committed to building and supporting an inclusive and respectful working environment, where all employees are valued for their contributions to our mission. 

We offer a comprehensive benefits program, which includes:

  • generous extended health and dental coverage for employees, their spouses and dependents
  • 3 weeks annual vacation as a base, and late December office closure
  • family friendly workplace policies, parental leave top-ups, life insurance plan, and a workplace culture with an overarching emphasis on wellness and work life balance
  • RRSP contribution of 6% of salary without matching requirement
  • wellness spending account for each employee
  • generous care days (sick leave) entitlement
  • flexible work arrangements
  • relevant professional fees and memberships covered
  • training and professional development opportunities

Preference will be provided in this hiring process to qualified Indigenous applicants in accordance with section 41 of the BC Human Rights Code. Candidates of Indigenous background are encouraged to self-identify on their application.

In its hiring practices, the Foundation strongly encourages applications from members of communities that are marginalized or that experience structural discrimination including those identifying as Indigenous, people of colour, members of non-dominant ethnic, religious, linguistic, and/or cultural groups, women, (im)migrants/newcomers, people with (dis)abilities, and LGBTQ2S+ people. The Foundation believes that a workforce that reflects the diversity of the communities we serve strengthens our ability to achieve our mission.

To learn more about what we do, please visit www.lawfoundationbc.org

About the Role:

The Program Coordinator, Indigenous Justice is part of a dynamic team that is working to create and support innovative solutions to difficult access to justice challenges that affect diverse communities in British Columbia.  This role will support the Law Foundation of BC’s Indigenous Justice work.  

Reporting to the Director of Operations, the Program Coordinator, Indigenous Justice works closely with the Team Lead, Program Support and the Indigenous Justice team to support the Foundation’s Indigenous Justice grants portfolio to advance the Foundation’s goals, and in particular, the Foundation’s strategic priority to support Indigenous Justice initiatives as identified by Indigenous peoples and communities. This position also contributes to the continuous improvement of administration processes and day to day operations.  Therefore, the individual in this position needs to be highly attuned to the strategic priorities of the Foundation and the Board of Governors.

In its efforts to uplift Indigenous Justice, the Foundation has a duty to build good relationships with and actualize its responsibilities towards Indigenous peoples in the lands known as British Columbia. The Program Coordinator, Indigenous Justice role shares this duty, in addition to playing a unique role that must be approached with sensitivity to the power imbalances that unavoidably form the backdrop of a foundation/grantee relationship.

As a member of the Operations team, the Program Coordinator, Indigenous Justice plays a key role in: 

Project Coordination:  

  • Coordinates and manages the administrative flow of materials and activities related to the granting process
  • Participates and contributes to the continuous improvement of program practices, procedures, and systems (i.e., organization of Program files on Teams/Sharepoint)
  • Maintains thorough knowledge of granting and provides leadership regarding administrative best practices
  • Provides administrative support to the Indigenous Justice team
    • In partnership with the Program Director, Indigenous Justice, tracks and manages timelines related to the Indigenous Advisory Circle, granting processes, applications, and reports and statistics collection
    • In partnership with the Program Director, Indigenous Justice, organizes planning and debrief meetings, setting and tracking team objectives, leading milestone-based check-ins and debrief meetings, and creating accessible records of these
    • Provides administrative support for Program Directors and Managers within Foundation’s grant-making system (SmartSimple) and maintaining up to date records
    • Assists the Governance & Executive Services Coordinator with preparing and uploading material from the Indigenous Justice team into Diligent
    • Coordinates with the Indigenous Justice team and the Team Lead, Program Support with respect to maintaining a master list of Indigenous Justice grants for grant start and end dates, grant amounts and invitations for adjudication
    • In partnership with the Indigenous Justice Team and the Team Lead, Program Support, maintains a master list of Indigenous justice grants and tracks grant start and end dates, grant amounts and invitations for adjudication
    • Composes clear correspondence and communications (e.g. via email and/or phone) with grantees and other key stakeholders
    • Assembles, edits, and proofreads materials
    • Schedules and manages meetings and prepares and distributes corresponding materials
    • Proofreads, edits, and formats draft correspondence prepared by other staff
    • Produces reports as needed
    • Provides support to the Indigenous Justice team with the management of communication and program updates between the IAC, the Foundation’s executive team and the Board of Governors
    • Provides support to the Indigenous Justice team with preparing meeting materials for Board and Committee meetings including memos, summaries, application materials etc. and coordinating with the Governance & Executive Services Coordinator
  • Manages and coordinates process of assigned board committees including scheduling, preparing materials, obtaining approval, documenting, and processing
  • Assists the Indigenous Justice team with internal initiatives that support and promote organizational learning
  • Supports with shared learning days, conferences and training for grantees
  • Supports the administration of the Indigenous Advisory Circle (IAC) to arrange meetings of Advisory Circle including:
    • Organizing and preparing materials
    • Maintaining timelines
    • Tracking action items
    • Coordinating catering, venue, hotel and travel details for in person meetings
    • Taking minutes
    • Honorarium payments
    • Providing technical support for online meetings
    • Assisting with onboarding of new IAC members
  • Conducts research when needed, and extracts, organizes and presents data
  • Supports the management of grantee reporting data and the compilation of such data for internal and external purposes
  • In partnership with the Director of Grants and Programs and the Team Lead, Digital Transformation, participates and contributes to any re-design process of grant-making processes and system (Smart Simple) as they relate to the Indigenous Justice grants
  • Coordinates logistics for grantee site visits (reviews and prepares materials, coordination of communication with grantees, and coordination of travel if necessary)

Operations Coordination

  • Manages and updates the Foundation’s “Global Calendar” with respect to Indigenous Justice key dates and activities and communicates organizational activities and deadlines to all staff at meetings
  • Shares responsibility of chairing and running smooth Operations team meetings, ensuring key organizational initiatives are discussed and decisions are made to progress work forward
  • Identifies topics and supports organizational IT training via “IT Tips of the Week” in all staff meetings
  • Presents critical information at both Operations team meetings and All Staff meetings as necessary and ensures follow through of any actions items as necessary
  • Coordinates meetings with governors, regulatory bodies, Foundation staff and other key stakeholders
  • Anticipates information needs and compiles information packages for meetings, conferences, appointments, etc.
  • Attends governance meetings as needed
  • Attends and participates in board of governor and staff planning events and board meetings
  • Helps develop, test and document administrative processes, and helps with the development of ‘how-to’ documents or instruction manuals
  • With leadership from the Director of Operations, provides input and participates in building out organizational Human Resources initiatives
  • Supports in the onboarding of new staff members
  • Provides technical support in meetings as needed

Note: This job may require additional responsibilities and duties as assigned by the Law Foundation of British Columbia 

About You:

The Program Coordinator, Indigenous Justice requires at least one or a combination (or equivalent) of the following education and experience: 

  • Undergraduate degree or diploma in a relevant discipline
  • Minimum five years' experience in similar capacity
  • Experience in supporting an organization with administration and coordination
  • Proficiency with Microsoft Office 365 (Teams, Outlook, Excel, Word) and video conferencing technology (Teams, Zoom) and comfortable with adopting new technologies
  • Experience working in databases and/or systems (e.g. SmartSimple or similar)
  • Experience with content management systems (e.g., Diligent Boards or similar systems)
  • Experience in a law related, non profit or philanthropic foundation environment
  • Experience working with and/or in, First Nations, Metis and Inuit communities

The Program Coordinator, Indigenous Justice would benefit from the following skills, abilities, and attributes: 

  • Proven ability to work effectively in a fast paced environment with frequent interruptions, and to prioritize multiple competing demands and meet tight deadlines
  • Knowledge and skills on the communication styles of Indigenous grantees and community members
  • Demonstrated ability to form effective working relationships across all levels of the organization
  • Thoughtful and reflexive approach to individual social location, power and privilege and strong understanding of personal strengths and areas for growth
  • Systemic and intersectional understanding of the continuing impact and legacy of colonial systems and the effect of Indigenous peoples and communities
  • Commitment to the Foundation’s mandate and core values of reciprocity, equity, decolonization, sustainability and supporting change
  • Demonstrated ability to interact with senior levels of leadership with tact and discretion
  • Demonstrated strong organizational skills
  • Excellent judgement, such as being able to identify contentious and politically sensitive issues and respond appropriately
  • Excellent communications skills, both verbal and written, including the ability to synthesize and summarize complex information so that it is easily understood.
  • Exceptional attention to detail
  • Ability to resolve problems by identifying and interpreting situations and applying ingenuity to effectively resolve
  • Excellent interpersonal skills, including positive attitude, active listening, and probing for information to clarify requests
  • Proven track record of taking initiative and leadership
  • Ability to plan, prioritize, and complete assignments independently
  • Ability to effectively provide instruction in areas of expertise
  • Ability to solve problems creatively
  • Ability to own projects and workload

Please do not be discouraged from applying if you do not possess the precise combination of all of the skills, attributes, qualifications and experience listed above. Furthermore, if your lived experience provides you with a foundation that is equivalent to the work experience listed, you are encouraged to describe that in your application.

Application Process:

Please submit the following through this application portal:

  1. Resume (upload as PDF)
  2. Cover letter (upload as PDF)
  3. Three references who can speak to your skills and experience (whether paid or unpaid).  Please enter these directly into the provided fields in the portal. The Law Foundation may request that a candidate provide supplemental references if required.  We will not contact these references without providing you notice, and not until a later stage of the hiring process.

Interviews will be conducted by Foundation staff by video. The Foundation will make appropriate accommodations, if needed, for candidates that we interview.

By submitting your application, you certify that all information submitted is true, complete and correct. Any information provided in your application, any assessment documents or processes and/or an interview that is found to be false or misrepresented in any respect, may eliminate you from further consideration for employment or may result in dismissal.

We acknowledge that the Foundation’s main office is located in Vancouver on the shared lands of the Musqueam, Squamish and Tsleil-Waututh Nations, and conducts its work throughout the homelands of Indigenous peoples across the place we now call British Columbia.  The Law Foundation of BC is committed to supporting a just and meaningful reconciliation between Indigenous peoples and others in these lands.

If you are interested in applying and have questions about the process, please contact Britt Mayne at britt@eleveneleventalent.com.

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