Project and Administrative Coordinator

Canadian Mental Health Association BC Division; Vancouver; Hybrid; CAD 30,000 - 60,000; Part time

Job summary

A leading mental health organization in Vancouver seeks a Project and Administrative Coordinator to enhance support for people with anxiety and depression. This role involves overseeing operations, tracking project progress, and managing administrative tasks for funded projects. Candidates should have a relevant bachelor's degree and 3-5 years of experience in project management. Strong organizational skills, attention to detail, and proficiency in Microsoft Office are essential. The position offers a flexible work arrangement at 50 FTE.

Benefits

Flexible work hours

Unionized position

Supportive work environment

Qualifications

• 3-5 years’ experience in project management or office administration required.
• Certification in Office Administration is an asset.
• Experience in working with community grants is preferred.

Responsibilities

• Oversee updates in ACCESS database.
• Manage program membership system.
• Support facilitators with course-related administration.

Skills

Project coordination skills

Excellent communication skills

Attention to detail

Proficiency in Microsoft Office Suite

Education

Bachelor's degree in relevant discipline

Job description

About the Position

This position will provide project and administrative support to Living Life to the Full, a multiweek, cognitive‑behavioural therapy‑based course designed to support people with mild to moderate symptoms of anxiety and depression. The Project and Administrative Coordinator will assist with day‑to‑day business operations of the program and provide support with the administration of multi‑ongoing funded projects.

Duties and Responsibilities

Responsibilities include but are not limited to:

Support Core Program Operations

• Oversee and proactively update information in ACCESS database, including partner contact, renewal, facilitator and course information.
• Request, review, send and track invoices and contracts.
• Manage program membership system.
• Track and pursue overdue vendor payments.
• Act as first point of contact to routine information requests related to the program and appropriately route more complex requests to relevant staff.
• Act as first point of contact for routine requests from members of the public.
• Support facilitators with course‑related administration and logistics, including reminders, survey data management, and documentation.
• Manage website course pages by and make other relevant updates.
• Oversee facilitator training material stocks, assembling training kits upon demand and coordinating shipping with Engagement Product Coordinator. This task must be completed at the CMHA BC Division Vancouver office.
• Ensure facilitators comply with certification requirements and monitor recertification courses.
• Create and oversee monthly facilitators newsletter.
• Manage participant access to training platform.
• Provide input and support in the development of templates and best practices for use within Living Life to the Full.
• Other duties as assigned.

Support Funded Project Coordination

• Track course delivery progress by updating the project course tracking sheet at each stage.
• Liaise with facilitators to coordinate course logistics before and after delivery.
• Collect and maintain promotion‑specific contact databases.
• Monitor submitted course reports and ensure completion of all reporting requirements.
• Submit vendor invoices to the Program Manager for approval.
• Create, maintain and file comprehensive project documentation.
• Develop high‑quality presentation decks for internal and external stakeholders.
• Share project tracking updates with the Program Coordinator and Program Manager.
• Proof‑read reports and other project‑related documentation.

Project/ Budget Coordination

• Coordinate signatures for project‑related payments and submit them to CMHA’s Finance Department according to organizational policies.
• Provide support with project‑related budget expenditure tracking.
• Provide support to the Program Manager and Director on project duties as assigned.
• Coordinate, assist in developing and disseminating project schedules and information to relevant parties.

About You

Education and Experience

• A bachelor’s degree in a relevant discipline along with three to five years’ experience in project management, grant management and/or office administration.
• An additional certification in Office Administration is considered an asset.
• An equivalent combination of education, training, and experience may be considered.

Skills and Abilities

• Experience in working with community grants and an understanding of the principles and practices of contract management.
• Exceptionally organized and proactive with an ability to be able to assess and prioritize multiple tasks and demands, along with excellent attention to detail.
• Excellent project coordination skills include:
  • Prior experience in assisting in project planning to ensure the project achieves its goals and objectives.
  • Assist in resource management.
  • Be an effective communicator for successful project delivery in a project management context.
• Knowledge of risk management, along with resourcefulness and innovation to solve problems.
• Commitment to high standards of quality, reliability and responsiveness.
• Proven organizational and time management skills, with the ability to manage multiple tasks and meet deadlines
• Strong interpersonal skills with the ability to build and maintain effective working relationships
• Ability to assess and prioritize multiple tasks and demands.
• Excellent interpersonal, written, and verbal communication skills
• Discretion and sound judgment when handling sensitive or confidential information
• Proactive and self‑directed, with a high degree of autonomy in managing day‑to‑day responsibilities
• Skilled at balancing goal‑ and task‑oriented work with the flexibility to respond to emerging program needs
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Our Key Values and Principles

The Project and Administrative Coordinator consistently conduct themselves in alignment with CMHA BC’s Core Values of:

• Inclusive
• Proactive
• Compassionate
• Steadfast
• Collaborative

Working Conditions

• This is a one‑year term position, working at 50 FTE (18.75 hours spread over 3 days per week).
• Most work is accomplished during the usual 9am - 5pm business hours. Any overtime must be approved in advance.
• This position is based out of the CMHA BC Vancouver office. A combination of working from home and working from office is required.
• The Project and Administrative Coordinator is a unionized position under the Health Services and Support – Community Subsector Association. The hourly rate of pay is between $30.15-$31.89.

How to Apply

Please submit your resume along with a cover letter, clearly documenting how you satisfy the requirements outlined in this job posting to https://cmhabc.bamboohr.com/careers/91 by February 5, 2026.

The subject line should mention "Project and Administrative Coordinator". We regret that only short‑listed candidates will be contacted to schedule an interview.

EEO Statement

CMHA, BC Division is committed to our workforce reflecting the diversity of the communities within which we work. As such, we encourage applications from persons with disabilities, members of visible minorities, First Nations, Inuit, and Métis people, people of all sexual orientations and genders, and others who may contribute to the diversity of our staff. Personal experience with mental illness and or addiction, either through self or a loved one, is an asset.

About Us

Founded in 1918, The Canadian Mental Health Association (CMHA) is a national charity that helps maintain and improve mental health for all Canadians. As the nation‑wide leader and champion for mental health and addiction, CMHA helps people access the community resources they need to build resilience and support recovery from mental illness and/or addiction.

We Respectfully Acknowledge Traditional Lands

We respectfully acknowledge xʷməθkʷəy̓ əm (Musqueam), Skwxwú7mesh (Squamish), səl̓ilwətaʔɬ (Tsleil‑Waututh), Lkwungen (Songhees) and Wyomilth (Esquimalt) peoples on whose traditional, unceded lands the CMHA BC offices are located.