Administrative Coordinator

Ending Violence; Vancouver; On-site; CAD 49,000 - 59,000; Full time

Job summary

The Ending Violence Association of BC (EVA BC) is a provincial non-profit supporting close to 300 anti-violence programs across BC. The Administrative Coordinator role supports day-to-day operations, trainings, events, and data management from EVA BC’s Vancouver office.

You will work in a survivor-centered, trauma-informed environment with a provincial scope, coordinating communications, meetings, and administrative tasks to keep operations efficient and effective.

Qualifications

• At least one year of office administration experience.
• Experience with electronic filing systems.
• Experience in meeting support and minute taking.
• Excellent computer skills on Mac and PC.
• Experience with video editing, website maintenance, and Adobe applications a plus.
• Strong organizational and time management skills.
• Excellent written and oral communication.
• Non-profit experience is an asset.

Responsibilities

• Support internal and external communications across departments.
• Provide administrative and technical support for CoPs and trainings.
• Coordinate event logistics and attendee management.
• Triage inquiries and manage shared email inboxes.
• Enter and maintain data in EVA BC database (PEEPs).
• Assist with ATF materials and onsite registrations.
• Perform general office tasks and file management.
• Back up team members during leave.

Skills

Office administration

Communication skills

Time management

Detail oriented

Team collaboration

Multitasking

Non-profit experience

Microsoft Office

Meeting support

Minute taking

Video editing / Adobe apps

Website maintenance

Tools

Zoom

Microsoft Teams

Slack

Eventbrite

LMS

Job description

The Ending Violence Association of BC (EVA BC) is a dynamic, solutions-based provincial non-profit association that trains and supports close to 300 anti-violence programs and cross-sector initiatives across BC that respond to gender-based violence (GBV) including sexual and intimate partner violence.

The programs we support include BC’s Community-Based Victim Services (CBVS), Stopping the Violence Counselling (STVC), STV Outreach (STV ORS) and Multicultural Outreach (STV MORS), and Sexual Assault Services (SAS) as well as a number of community coordination and prevention initiatives.

We wish to respectfully acknowledge that our office is located on the unceded, ancestral, and traditional territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilw̓ətaɬ (Tsleil-Waututh) Nations.

Position Overview

Reporting to the Director of Finance and Administration, the Administrative Coordinator is a member of the centralized, integrated administrative team to support the overall operations of the organization. This includes being part of a team responsible for various aspects of administrative duties for all streams including but not limited to day-to-day office operations, supporting trainings & events & meetings, assisting with financial operations, updating membership database, monitoring shared email inboxes, managing and filing SharePoint files, and other duties related to specific programs and projects..

About You

The ideal candidate should have a strong interest in working collaboratively to end gender-based violence. They will have the ability to work from a survivor-centered, trauma-informed, intersectional, gender-inclusive, anti-oppressive perspective, informed by the ongoing impacts of colonization and a commitment to reconciliation. The position works in a fast-paced office environment with a provincial scope and many competing priorities.

Overview of Key Responsibilities

Communications

• Work with all departments to enhance internal and external communications
• Provide communication supports requested by service streams and other stakeholders & partners
• Identify and coordinate website content updates

Meetings & Events

• Provide administrative and tech supports for organizational Community of Practice meetings (CoPs) and other trainings, including check-ins with service streams, timely responses to staff inquires and request, schedule meetings, coordinate with teams members
• Provide assigned logistical support for events, meetings and trainings: schedule meeting sessions, update meeting calendars, coordinate registration, provide live meeting support, take notes and minutes as requested, provide admin support during workshops/webinar
• Prepare participants lists/pull list from EVABC database – PEEPS or Eventbrite, send meeting invites, monitor registration, create attendee list, prepare materials and polls, track and verify attendees, share updates with team members
• Prepare online training evaluation surveys -using digital tools such as Survey Monkey to collaborate evaluations, gather and export data as requested, collect survey feedback including documentation and summary

Administrative Support

• Respond to daily operational inquires & issues, support requests from all streams to coordinate seamless workflows and improve the efficiency of the overall operations of the organization
• Monitor the adminteam shared email inbox, and other inboxes as assigned or as needed, categorize emails and triage messages to responsible teams and staff members, engage timely communications to fix issues as incurred and mitigate potential risks
• Maintain E-filing system related to administrative tasks or as required
• Print materials, organize and arrange shipment for organizational meetings/events, arrange post event materials returns
• Prepare other non- meeting related materials, packages and mailout
• Format documents, clean & organize system data and export as requested
• Check and move files between SharePoint and internal server to optimize space utilization and cost saving
• Provide other general office administrative support tasks as emerged, assigned or required
• Back up & coverage for team members during their vacation and other time off
• Back up of other operational responsibilities as needed

Database

• Be the primary administrative team member to enter data in the EVA BC database – PEEPs, respond to PEEPs inquires, issues and updates from staff, update PEEPs for members and non member organizations
• Maintain an up-to-date database of key partners and stakeholders

ATF

• A member of the essential OPS team to organize the EVA BC Annual Training Forum (ATF)
• Check ATF registrants in PEEP
• Cross check duplicate and other errors of ATF registrants
• Prepare ATF materials – printout of moderator packages, presenter materials, name tags, display and registration tables
• Arrange printing, mailing and delivery of ATF materials
• Backup to monitor ATF inbox, respond to requests, update registration list, export data, and communicate with team members in a timely manner
• ATF onsite registration and support
• AGM planning and organizing team member

Other Duties

• As a member of the administration frontline team, work with others to support the organization’s key deliverables/events as they emerge
• Stay updated on anti-violence and feminist issues, using a gender-based lens with relevant policies, and inclusion principles to effectively communicate EVA BC’s goals and initiatives
• Engage in continuous learning and self-reflection to embed a feminist and anti-oppressive approach to communication strategies
• Other duties as assigned by the supervisor or their designate

Knowledge, Skills, and Abilities

• Minimum of one year of office administration experience or a combination of equivalent education and experience
• Experience in electronic filing system
• Experience in meeting support and minute taking
• Excellent computer skills, preferably proficient on both Mac and PC
• Experience with video editing software, website maintenance, and Adobe applications an asset
• Proficient with Microsoft Office applications including Word, Excel and PowerPoint
• Experience with online platforms such as Zoom, Team, Slack, Eventbrite, and Learning Management Systems an asset
• Strong organizational and time management skills
• Excellent communication skills, both oral and written
• Detail oriented with proven prioritizing and multitasking skills
• Demonstrated ability to be flexible, work within deadlines, be a collaborative team player, work independently, and show initiatives and creativity
• Professional attitude with strong work ethics and dedication to work ownership
• Experience in a non-profit or member-based organization an asset

Additional Information

• We encourage applications from and prioritize hiring people from diverse backgrounds and experiences, including Indigenous people, racialized people, people with disabilities, and 2SLGBTQQIA+ folks. We encourage, though do not require, folks of these identities to indicate this on their cover letter. Should you need any accommodations during the recruitment process, please let us know.
• The salary range for this position is $49,249 – $58,804.
• This position works primarily from the EVA BC office in Vancouver, Monday to Friday, between the hours of 9.00 am to 4.30 pm