Carrier Sekani Family Services
Prince George, BC
September 15, 2020
Purpose of the Position
The Executive Coordinator is accountable for providing administrative oversight and support to the Child and Family Services Executive Director. This includes overseeing and writing reports, compiling data, meeting minutes, writing letters, preparing documents for meetings and presentations, special projects oversight and assistance, proposal writing, data collection and tracking, and other administrative duties as required.
- Serve as a confidential assistant to the Executive Director of Child Welfare; compose correspondence, reports and recommendations independently from drafts and/or oral instructions and preparing for Executive Director’s signatures.
- Write grants and proposals as directed by the Executive Director
- Track funding opportunities and provide alerts for relevant calls for proposals and applications to the Executive Director of Child and Family Services
- Arrange appointments for the Executive Director, in conjunction with the Administrative Assistant
- Assist with the development of Board reports and any other reports as required
- Prepare meeting materials for all meetings as may be required, including safekeeping of historical documents; ensuring staff are made aware of meeting dates and ensuring that all details for the meeting are completed in advance (i.e. room bookings, notification of the meeting, etc.)
- Serve as recorder, taking and transcribing minutes, assuring appropriate dissemination of minutes for meetings
- Provide relevant information packages for all committee meetings as required
- Maintain all files, including e-files in a timely manner and ensure an appropriate retrieval system.
- Assist Management Team with duties as requested by the Executive Director
- Oversee assigned special projects, including organizing training and events for staff, community members and children and families.
- Assist other CSFS departments with Child and Family Services events as required
- Oversee and assist in compiling documentation requirements for Audits, performance evaluations etc.
- Performs other related duties as required to meet the ongoing needs of the organization
- Contribute to sustaining an accurate and positive image of the organization in the communities we serve, other aboriginal organizations and federal and provincial department officials
- Exhibit professional attitude and behavior that is respectful of political and cultural sensitivities
- Oversee and assist with Tracking due dates for contract reporting, collect program manager and supervisor reports,
- Comply with local, provincial and federal government laws, standards and regulations and WorkSafe Regulations
- Comply with policy outlined in the Carrier Sekani Family Services Administrative Policy Manual
- Serve as link between Child and Family Services staff, Child and Family Services Executive Director, other CSFS employees and community by handling inquiries about services, acting as a resource for agency information and referring issues to the Executive Director of Child and Family Services as required for resolution
Knowledge, Skills, and Abilities / Preferred Skills
- First Nations Culture and traditions (specifically Carrier and Sekani)
- Knowledge of the child welfare system and systemic issues faced by First Nations people an asset
- Proven ability to write successful funding proposals
- Ability to work independently and within a team setting
- Exercises good judgment and makes appropriate decisions
- Works well under pressure
- Computer skills including the ability to operate spreadsheets and word processing programs at a highly proficient level
- Oral communication skills – Speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings
- Written communication skills – Edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information
- Dependability skills – Consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance
- Interpersonal skills – Maintains confidentiality, remains open to other’s ideas and exhibits willingness to try new things
- Planning/organizing skills – Prioritizes and plans work activities, uses time efficiently and develops realistic action plans
Qualifications and Educational Requirements
- Bachelor of Arts or Diploma in Social Work preferred
- Certificate in Business Administration or Applied Business Technology or comparable designation
- Experience and knowledge in writing successful grants and proposals
- Proper use of business, cultural terminology, grammar and structure
- Minimum of five (5) years experience or comparable experience at a Senior Administrative level is required
- Located in an open office area, faced with regular interruptions and a number of deadlines
- Extensive computer work and typing requiring long hours sitting and using office equipment, computers and attending sessions.
- Occasionally lift and/or move equipment and boxes up to 25lbs
- Manage a number of requests and tasks at one time and must be prepared to deal with emergencies and stressful situations at any time.
- Will be required to work evenings and weekends on occasion
- Initial and on-going employment is subject to submission of a clear Criminal Record check. Criminal Record Check must be conducted every three years.
- Must possess a valid driver’s license and have a reliable vehicle insured for business use.
- Use of computer and accessories; Windows Operating System, various software applications (including MS Office suite and Adobe). Use of adding machine, photocopier/fax machine and other office supplies.
In accordance with Section 41 of the BC Human Rights Code and Section 15 of the Canadian Charter of Rights and Freedoms, preference will be given to qualified candidates with Aboriginal Ancestry.