Board Administrator

3 weeks ago

Vancouver, Canada Trout Lake Community Centre Association Full time

The Trout Lake Community Centre Association (TLCCA) is looking for a full-time Board administrator to join our incredible team.

**Who We Are**

TLCCA is the charity that has been working behind the scenes at Trout Lake Community Centre (TLCC) since 1956. Led by an elected, unpaid Board of Directors and creative community volunteers, TLCCA works closely with skilled and committed Park Board (PB) staff to ensure that the community is reflected in, and benefits from, the activities at the Centre.

Our responsibilities include: shaping programming, hiring instructors, raising funds and accessing grants, developing rental policy, advocating for our parks, and ensuring that decisions affecting the community are made at the grassroots level.

Our vision is that Trout Lake is a place of connection that fosters a healthy, vibrant, and sustainable community. Our mission is to provide accessible and inclusive social, cultural, recreational, and educational opportunities that strengthen individual, family, and community wellbeing.

**Position Summary**

The TLCCA Board Administrator will work with the Board of Directors as well as with the staff of Trout Lake Community Centre. The TLCCA Board Administrator will execute on administration and coordination duties to support TLCCA activities.

**Responsibilities**

**ASSOCIATION ADMINISTRATION**
- Arranging, managing, and maintaining Association records
- Maintaining TLCCA membership and mailing list
- Annual General Meeting promotions, preparations, and follow-up
- Completion of annual filings, as required for BC Societies Act
- Maintaining policy and procedures
- Overseeing annual partnership agreements including Affiliate Group Agreements, Pottery Club, and Café
- Coordinating TLCCA’s social events (i.e. Summer Social, “Meet the Board” tabling, Holiday Party)

**BOARD COMMITTEES**
- Maintaining Board calendar, meeting schedule, committee minutes and communications lists
- Primary contact for Board Directors regarding Board and Committee meeting information
- Coordinating and distributing Board and Executive Committee agendas and meeting materials
- Recording Board and Executive Committee meeting minutes
- Motion and action tracking
- Policy research and development, as required
- Working in collaboration with TLCCA Board, Committees, and PB Staff on new initiatives or projects as needed

**PRESCHOOL**
- Oversee Preschool funding agreements with the Ministry and other funders
- Supporting the creation and distribution of bi-annual Preschool packages
- Support parent communications around TLCC fees and policies or Ministry questions. (Preschool staff are main communication contact for parents)
- Along with the Community Recreation Supervisor (CRS), liaising with licensing officers and bringing issues to the attention of the Board and CRS, if needed

**HUMAN RESOURCES**
- Filing any TLCCA Work Safe BC claims as alerted by CRS
- Annually reviewing the CCA’s staff benefit package to provide feedback to the Executive Committee
- Quarterly review with CRS and PB Programmers of TLCCA staff and instructors employment contracts
- Maintaining Criminal Record Review program for Preschool and Youth-in-Action staff

**GRANTS & AGREEMENTS**
- Oversee Youth-In-Action Ministry of Children & Family Development agreement through coordination with PB staff and bookkeeper
- Identify new grant opportunities and bringing them to the attention of the Board

**FINANCES**
- Support CRS and Bookkeeper with Association budget preparations (as needed)
- Submit credit card reconciliation reports for Bookkeeper
- Submit cheque requests to the bookkeeper (if needed)

**ASSOCIATION COMMUNICATION & COMMUNITY ENGAGEMENT**
- Support communication and marketing staff person, as needed
- If Communication & Marketing staff person role is empty or away, support basic communication and marketing needs, including but not limited to:

- Website content
- Social Media
- Quarterly newsletter

**OTHER DUTIES, AS REQUIRED**
- Performing such other duties, functions, and responsibilities as assigned by TLCCA. Pursue and execute on emergent TLCCA projects and priorities

**Position Commitments**
- Full-time, 35 hours per week; possibility of flexible work hours
- One year term, with possibility of renewal
- Mandatory twice monthly evening shift (6:00-9:30 p.m.) for Board, Executive, & Finance meetings (except August & December)
- Occasional weekend-day events per year

**Desired Strengths**
- Community oriented and familiar with the Trout Lake Community Centre and its users
- Collaborative and able to work respectfully and productively with Board Directors, Board volunteers, Trout Lake Community Centre Staff, and community members
- Creative problem-solver; will seek input from others to generate solutions

**Qualifications**
- Minimum 3 years of administrative experience required
- Strong communication, organizational, and time management skills
- Proficiency with Microsoft Word, Excel, PowerPoint and Outlo

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