Intake Coordinator

Job Description - Intake Coordinator

In addition, this role supports in the coordination of events, tickets, and camps for the Mentees, Mentors, and Families in our programs.

Big Brothers of Greater Vancouver (BBGV) is a non-profit organization providing mentoring programs for children and youth. BBGV's mission is to enable impactful relationships where children and youth can discover their power and potential, in collaboration with our local communities. Intentionally fostering an inclusive space of belonging, ongoing growth, and learning, and evolving to meet the needs of communities served are central values at BBGV.

RESPONSIBILITIES
- Track the timeline of PIC-VS submission and follow up with the volunteer applicant if necessary and ensure all the required documents are collected in a timely manner.
- Document correspondence with the volunteer applicant and family in the database and process Intake withdrawal upon request or due to lack of contact in a timely fashion.
- Conduct a social media check for every the volunteer applicant and document in SDP.
- Maintain a rotation of two sets of assessors (Volunteer and family) and assign files accordingly based on the set allocation for each assessor.
- Support assessors through having a regular meeting and document the progress of their assigned files.
- Liaise with the Program Managers and the Program Director for assessor allocations, priorities and/or any changes related to the enrollment process.
- Additional Intake related measurements or administrative tasks as needed.
- Cross trained with other administrative services roles as needed.

**Events, Camps and Ticket Coordination**
- Build rapport and enhance experience of event participants.
- Coordinate the distribution of donated event tickets to program participants. Build and maintain relationships with ticket and event donors
- Coordinate and execute two larger events, with staff team support: Big Brothers Picnic in September and Winter Party in February.
- Source donations of snacks for site-based mentoring programs, and source ideas for new event and ticket donations.
- Maintain and distribute monthly community events flyers and discount flyer for all service areas. Source new discounts as needed.

**Education and Experience**
- 1-2 years diploma or certificate related to office administration, or related experience.
- 2-3 years of relevant experience including client care, project coordination, volunteer coordination and office administration
- 1-2 years experience facilitating the coordination of events, tickets, and camps.

**Skills and Attributes**
- Excellent verbal and written communication 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
- Excellent problem solving ability and resourcefulness.
- Demonstrated abilities using Microsoft Office (Word, Excel, Outlook) and database experience; experience with Microsoft CRM/Dynamics Database an asset.
- Self-motivated and goal-oriented
- Positive, solutions-based attitude
- Adaptable and open to change
- Creative and resourceful
- Enthusiastic about the vision and mission of Big Brothers of Greater Vancouver
- Desire to learn, grow, and be coached
- Flexibility to work some evenings and weekends is required on occasion

**Additional Information**

**Job Types**: Full-time, Permanent

Pay: From $43,800.00 per year

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- Flexible schedule
- On-site parking
- Paid time off
- RRSP match
- Vision care

Schedule:

- Monday to Friday
- Weekends as needed

Work Location: Hybrid remote in Vancouver, BC V5R 4H1

Application deadline: 2024-10-21