Administrative Coordinator

6 months ago

Victoria, Canada Habitat Conservation Trust Foundation Full time

**Purpose**

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.

**Accountabilities**

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 complex 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 conducting 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;
- Maintains office forms and templates and provides advice on their use;
- Prepares and administers conditional grant agreements;
- Assists staff in tailoring standard contracts to meet their specific needs; and
- Follows up on outstanding issues related to contracts and grant agreements and provides clarification to contractors and recipients.

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;

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