Operations & Reporting Coordinator

Community / Organization: 
First Nations Technology Council
Posting Date: 
Wednesday, October 7, 2020
Closing Date: 
Saturday, November 7, 2020
North Vancouver
Job Status: 
Full Time

The First Nations Technology Council is seeking a highly organized and dynamic administrative professional for the pivotal role of Operations and Reporting Coordinator. Reporting directly to the Chief Operating Officer, the Operations and Reporting Coordinator ensures cross-organization coordination and implementation of a wide range of administrative activities, office coordination, and reporting functions to support our growing organization.

File and Form Administration
The Operations & Reporting Coordinator is responsible for supporting the administrative functions of the organization, including support of the organization’s digital filing system, human resources files, staff forms, policies and procedures, and project files. Working closely with the COO and Manager, Finance, the Operations and Reporting Coordinator will assist in the collection and processing of staff forms, including benefits administration, hr form administration, staff leave tracking, etc. This position will also track all staff equipment and supply inventory. The Coordinator will also work closely with the Project Manager on the development of a new onboarding and employee experience program.

Information Integration
Working closely with the Executive Assistant, the Operations and Reporting Coordinator also ensures a smooth flow of information and alignment of daily priorities between the CEO and COO offices. The ORC will also assist with the on-going integration of collaborative online tools for the organization, such as Dropbox, Slack, and Monday, leveraging new technologies as available, and assisting in the change management process for organizational adoption. In addition, this position will administer and support the related operational accounts, including cell, internet, and software applications.

Financial Administration and Reporting
The Operations & Reporting Coordinator also plays a transactional role in assisting with the financial management and funding requirements in the organization. Working closely with the Manager, Financial Services and the Director of Student Services and Partnership Development, this position will assist in the coordination of funder files, reporting requirements, and contract management. The ORC will ensure the smooth flow of funder reports ensuring that Divisional leads are informed and engaged, and all reports are submitted to the COO office in a timely manner for approvals. This includes keeping an updated schedule of reporting requirements and in-depth knowledge of all contribution agreements and contracts for coordination purposes.

This position will suit a dynamic and organized individual who enjoys a broad scope of work and manages multiple priorities well.

Primary Responsibilities

Administrative Operations/File and Form Administration
• Responsible for supporting and improving the organization’s digital filing system.

• Supports administration of staff on-boarding process and collection of staff forms.

• Works closely with Finance Manager to ensure all HR files are complete and up-to-date. 

• Assists in administration of the benefits program.

• Manages staff equipment inventory (cell phones, laptops, etc) 

• Ships and receives staff equipment.

Information Integration
• Supports on-going integration of online collaboration tools, such as Slack, Zoom, and Dropbox.

• Maintains and expedites approval pathway flow for Executive Office.

• Works closely with Executive Assistant to ensure strong communication and coordination between the CEO and COO office.

• Maintains and expedites approval and information pathway flow for COO Office.

• Financial Administration and Reporting

• Under the direction of the Manager, Financial Services to assist with flow of transactional processing and approvals, including accounts receivable and accounts payable

• Actively manages funder reporting requirements working closely with COO, Finance Office, and Divisional leads. 

• Creates a funder reporting schedule and proactively works to create necessary reports in conjunction with Divisional leads in a timely fashion.

• Works closely with the COO, Finance Office and Divisional leads to ensure  accuracy of all financial reports.

• Works with communications to assist in collation of narrative elements of funder reports.

• Maintains an active and in-depth knowledge of all contribution agreements and contracts. 

• Attends and supports Executive Finance Meeting. 

• Attends Administration Division meetings.

Skills and Abilities
• Demonstrates leadership aligned with Technology Council brand and core values.

• Strong organizational abilities, including but not limited to strong administrative processes.

• Strong understanding of business processes and improvements. 

• Ability to prioritize, take action, and support workflow processes.

• Excellent interpersonal and communication skills, both verbal and written.

• Ability to coordinate information necessary to draft financial reports with support of the Finance Office. 

• Ability to understand contribution agreements and contracts. 

• Basic financial administration knowledge, supported by the Finance Office.

• An interest in organizational development is an asset. 

• Interest and ability to learn Slack, Monday, Dropbox, Google.docs and other online tools.

• A university degree or accredited college diploma in a relevant field (office administration, business administration etc) and/or a combination of education and relevant experience.

• 2+ years’ experience in an administrative or coordination role. 

• A proficiency with MS Office applications, including Excel.

• Interest and ability to learn Slack, Monday, Dropbox, Google.docs and other online tools.

• Sound understanding of the history of First Nations in British Columbia, and an ability and interest to learn more about the history, culture, protocols and practices, socio-economic issues, rights and future vision of Indigenous peoples. 

• Ability to work remotely during the COVID-19 pandemic.

Core Values
The First Nations Technology Council holds the following core values, which all employees are expected to honour, demonstrate and deepen through individual practice and team development: trust, humility, community, spirit, innovation for 7 generations, listening, resilience, indigenous wisdom, and heart. 

This position reports directly to the Chief Operating Officer. 

This position is located at the First Nations Technology Council headquarters Unit 102 – 70 Orwell Street on Squamish Nation land in North Vancouver, B.C.  During the COVID-19 pandemic, this position will work remotely until further notice, in alignment with public health directives and best practices.

How to Apply Please send your resume and cover letter to Katie@technologycouncil.ca. This position will remain open until it is filled.
Type of opportunity: 
Job Posting
Job Sector: 
Not for profit