Building Builders Program Coordinator

3 months ago

Victoria, Canada British Columbia Construction Association Full time

**Job Purpose**

The Building Builders Mentorship Program requires an organized individual with multi-tasking capabilities and outstanding communication skills to join our team as a Program Coordinator. This is a full-time remote position on contract until March 31, 2025.

The Coordinator will be working independently anywhere within BC and reporting to The Provincial Program Manager at another location. The position requires self-initiative, attention to detail, organization and discipline to achieve program targets.

BCCA considers the health and safety of each of our employees to be of primary importance. Our objective is to conduct our business in the safest possible manner consistent with the Occupational Health & Safety Act, applicable regulations, and good human resource practices.

**Primary Duties**- Manage all participant case files according to program requirements and deliverables and maintaining consistency and quality control of data
- Contact applicants if mandatory fields are not completed in the profile (Mentee/Mentor) after enrollment
- Act as the administrative support for the weekly Mentee Group Orientation meeting, including inviting new Mentees, gathering required documentation, updating Chronus user profiles and working with the Mentorship Program Advisors
- Manage the unmatched Mentee profiles, communications and deactivations of unengaged users
- Provide weekly, monthly and quarterly reports of program activities to the Program Manager per program requirements
- Prepare and send monthly referral reports to other BCCA programs
- Review, process and purchase all Mentee support fund requests, training requests (including SiteReadyBC) and wage subsidy claims following the Building Builders procedures
- Check Mentor references weekly in preparation for the weekly Match Meeting (LinkedIn review, references)
- Provide administrative support to the Building Builders team as necessary to ensure quality control and consistency of documentation and processes
- Support the Assistant Manager to monitor and update the Building Builders team event calendar and Task Planner
- Support the Building Builders team with event registrations, travel arrangements, and payments as required
- Update templates and staff when NJC mileage rates change
- Order catering for meetings and events as needed
- Send program invitations through the Chronus platform
- Track and follow up on all action items related to the program’s delivery
- Monitor the inventory, order and distribute Building Builders merchandise and swag as needed
- Take meeting minutes at the weekly Building Builders team meetings

Other duties as required

**Key Results**
- Quality control of the user profiles and reporting templates in the Chronus mentoring software.
- Information and reporting provided to Regional Manager and Home Office are accurate and complete.

**Qualifications**
- Proficient with Microsoft Office and Microsoft Teams
- Office administration education and/or extensive experience
- Experience working in a professional office environment
- Chronus Mentorship Software knowledge or experience is an asset
- Valid Class 5 driver’s license and vehicle; this position does require travel for meetings, conferences, and community outreach

**Competencies**
- Multi-tasking and time management skills essential
- Strong organization skills and attention to detail
- Excellent oral and written communication skills; Ability to communicate with both the team and participants professionally and effectively in the program
- Ability to work in a fast-paced environment, prioritize workload and meet deadlines
- Self-motivation, discipline, and reliability, with the ability to work both independently and as part of a province-wide team
- Excellent working knowledge of computers, spreadsheets, and databases as well as office administration
- Adaptability and flexibility
- Customer service skills
- Decision-making and problem-solving skills
- Research Skills
- Experience with the construction industry and/or BC apprenticeship system (SkilledTradesBC) is an asset
- Knowledge of local employment service providers is an asset

**Reports to Building Builders Program Manager**

**This position is currently funded to March 31, 2025.**

**Benefits**
- Robust health benefits, including vision, prescription, and dental coverage
- 3 weeks’ vacation
- BCCA wellness plan, including health spending account
- RRSP matching
- Access to Employee & Family Assistance Program
- Personal and professional development

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