Programs & Office Administrator

Mission, Vision and Core Values

Our Mission is to enable life-changing mentoring relationships to ignite the power and potential of young people.

Our Vision is that all young people realize their full potential

Our Core Values are:

• We Champion Potential
• Every Connection Counts
• Showing Up Matters

Big Sisters of BC Lower Mainland (www.bigsisters.bc.ca) is a non-profit society and proud member of Big Brothers Big Sisters of Canada Federation. We are committed to enhancing the confidence, self-esteem, and well-being of female, female-identifying, non-binary, gender fluid, transgender, and Two Spirit youth. Big Sisters of BC Lower Mainland is a leader in mentoring youth and providing ongoing support through a variety of engaging programs. Our organization is committed to diversity and inclusion and we encourage applications from those who identify as Indigenous, a person of color, 2SLGBTQIA+, a person with a disability, or member of another community that experiences additional barriers. Join us and make a positive difference in the lives of others in the community.

Why it’s great to work with us:

Big Sisters is a friendly, inclusive, and committed team. We offer competitive total compensation packages including a shortened work week (35 hours per week), a hybrid work environment and paid time off that includes up to fifteen vacation days, up to fifteen wellbeing days, and up to three personal days in the first year of employment. Additionally, we provide a generous health care and extended benefits package, including prescription drugs and dental coverage, a professional development allocation, and various learning opportunities.

Is this you?

You have experience working in the non-profit sector and are passionate to work for an organization that helps ignite potential for youth in your community. You are a person who enjoys being the first point of contact for an organization. You enjoy working with a variety of people to help support your team and an organization as a whole. You are someone who is open to learning new skills and is detail orientated. You have excellent administration skills, strong database and IT knowledge, and enjoy being the owner of the organizational client and volunteer database.

Position Summary: 

As the Programs and Office Administrator you are the first point of contact for our community, which includes many stakeholders, including youth, their families / caregivers, and volunteer mentors. In addition to general reception and administrative duties, you will collaborate with program team to drive the volunteer and client applications from the first expression of interest and support throughout their entire journey with Big Sisters. You’ll also assist internal and external program related events, and the production and distribution of program and project materials. You will hold significant responsibility for maintaining our client and volunteer database, including data entry, reviewing records for completion and accuracy, and generating reports.

What you will be doing:

PROGRAM ADMINISTRATION (Volunteer and Youth Application Champion!)

• Processes, tracks and monitors volunteer and client onboarding including status of application / referrals, replying to inquiries
• Distributes volunteer applications and referral forms, and properly files completed forms; distributes volunteer acceptance packages
• Ensures criminal record checks for volunteers and their partners are completed as required by law
• Provides scholarship administrative support such as tuition/fees payment submission, updating and compiling application documents, scheduling committee interviews, etc.
• Conducts data analysis, generates reports, prepares documents as required or requested
• Creates geo-targeted / geo-mapped lists of waitlisted youth and ready-to-be-matched volunteers
• Coordinates the maintenance, distribution and compilation of Programs materials and surveys
• Coordinates & provides support for internal & external event as needed

DATABASE MANAGEMENT (Data Wizard!)

• Handles confidential / sensitive client information in an appropriate manner ensuring required paperwork and system entries for all files and matches are accurate, up to date, and follow Big Brothers Big Sisters National Standards
• Processes, tracks and monitors volunteer and client onboarding including status of application / referral, liaising with Programs team leadership and Volunteer Coordinator, and replying to inquiries as required
• Database hygiene as scheduled and/or as noticed, adhering to National Standards
• Provides Dynamics technical and/or user support as requested

OFFICE ADMINISTRATIVE (Reception Extraordinaire!)

• Staffs the reception desk; greeting and orienting office visitors, attending to the main phone line and managing incoming and outgoing mail, and courier packages
• Monitors info email inbox, replying to or redirecting correspondence in a timely fashion
• Serves on the Workplace Health & Safety Committee
• Provides general administrative support in multiple areas to the Programs Leadership
• Provides general office support, maintenance and upkeep as needed

OTHER

• Attends team, department, and organization meetings as required
• Participates in general organization functions, such as but not limited to, the Annual General Meeting, Volunteer Recognition Events, and the annual gala
• Performs other program & administrative duties as requested or required

What you bring:
EXPERIENCE & EDUCATION

• Ideally some post-secondary education in Business Administration or a similar field
• One (1) year of general office administrative experience
• One (1) year experience in a customer service role
• Computer literate, data entry experience with databases such as Microsoft Dynamics
• Experience in a not-for-profit organization would be ideal
• Demonstrated ability to type 60 words per minute
• An equivalent combination of education, training, and experience (including volunteer and international experience) will be considered

OTHER KNOWLEDGE / SKILLS / TRAINING

• Strong inter-personal and inter-cultural skills with an ability to relate to a wide variety of stakeholders from diverse lived experiences
• Computer literate, data entry experience with databases such as Microsoft Dynamics
• Ability to understand, communicate, and support the mission, vision, and values of the organization
• Additional language(s) an asset
• A valid driver’s license and access to a reliable vehicle is an asset

What we offer:

• An opportunity to do meaningful work and make a positive impact in the community
• A supportive, positive and engaging work environment and commitment to work/life balance
• A hybrid work environment – four mandated days per week in office
• An annual salary of $46,000 ($25.27/hour)
• Extended health benefits after 3 months, generous paid time off (up to 15 days each vacation and wellness time annually, plus up to 3 personal days per year), professional development opportunities & funding

Please note: Big Sisters staff must be fully vaccinated against COVID 19. Accommodations will be considered on request.

If this position sounds like you, please let us know why by submitting your resume and cover letter to jobs@bigsisters.bc.ca using the subject line: Programs & Office Administrator

Applications will be reviewed as they are received; this posting will close without notice when the position is filled.