Communications and Public Engagement Department Coordinator

  • Full-time

Company Description

Join the country’s most trusted environmental organization and become a force for good.

ABOUT US

We find solutions for living within the limits of nature. Through a combination of evidence-based science and active public engagement, we seek to motivate Canadians to take action on the pressing environmental challenges we face. With headquarters in Vancouver and regional offices in Toronto and Montreal, we address issues from coast to coast to coast, in both official languages. With the support of scientists, academics, progressive businesses, governments, non-governmental organizations and hundreds of thousands of Canadians we aim to achieve this vision: “That within a generation Canadians act on the understanding that we are interconnected and interdependent with nature, and with each other.”

To find out more please go to www.davidsuzuki.org

Job Description

JOB DESCRIPTION

Position Title:

Communications and Public Engagement Coordinator

Band:

A, Coordinator

Terms:

Permanent, full-time position, based at our Vancouver office.

Reporting:

The Communications Coordinator reports to the Communications and Public Engagement Director (“the Director”).

Responsibilities

This role plays a key function in successful relationship management at DSF by supporting the work of the Director and the Communications & Public Engagement Department – the largest department within the Foundation. Your attention to the smooth functioning of the day-to-day operations of the department is crucial to the success of the DSF.

Key Responsibilities:

  • Operational Processes & Systems
    • Develops/clarifies internal-to-the-team operational processes and systems (financial, admin, planning, budgeting, reporting, fundraising etc.) that support and improve the functioning of the team
    • Implements process changes in manner that ensures team buy-in and universal adoption
    • Seeks and incorporates team feedback to ensure continuous improvement of processes/systems
    • Works with team members to ensure consistent and thorough understanding of processes and their rationale/benefits
    • Identifies areas for process improvement and works with Director to strategically prioritize process change
    • Work with Director to clarify / establish step-by-step operational processes for Coordinator/Director work

  • Financial & Admin Management
    • Performs all administrative and financial work for the Core Comms department and manages Core budget – including annual budget estimates, mid-year projections, processing and monitoring expenses
    • Monitors the department’s overall financial performance, and ensures managers/project leads are also closely monitoring their dept/project budgets on a monthly basis. Guide them in identifying over/under-spends and explaining/understanding variances
  • Ensure conference lines/long distance codes are up-to-date, reflect structure of department, and are appropriately used by team
  • Ensures signing authorities and Visa limits are established, updated, and adhered to


  • Planning/Budgeting Coordination and Management
  • Create and manage core/Director's annual budget and mid-year projections
  • Manage Communications department planning, reporting and budgeting processes
  • Leads project management for major departmental projects, such as brand strategy design and website development
  • Work with Director to establish and improve operational and work planning processes
  • Work with Director to create and continuously improve monthly reporting processes to track progress on annual plan deliverables
  • Continuously identify gaps and opportunities for planning/budgeting/reporting process improvements and take action to realize them
  • Interace with Finance/Development/IT/HR
  • Acts as the interface between the Communications team and the Finance department, Human Resources and IT departments
  • Contributes to the development of organizational-wide financial, administrative, fundraising, and technological policies/processes that are aligned with DSF values
  • Communicates new and revised organizational policies/processes to the Communications team in a manner that ensures team buy-in - clearly communicating the rationale for policies, how they related to our organizational values, and the benefit to the team
  • Monitors "compliance" with organizational policies/processes and flags problems for Director/Finance/HR/IT where necessary
  • Actively seeks feedback on organizational policies/processes from the team and communicates the information to Finance/Development/HR/IT to contribute to a culture of continuous policy/process improvement
  • Works with the other departmental coordinators and Finance/Development departments to ensure consistency of practices across the organization
  • Supports and coordinates implementation of new IT systems within the department (e.g. Sharepoint) in collaboration with IT department
  • Event/Meeting Planning
  • Plans large departmental events, including multi-day retreats - establishing and managing event budget, booking venues, coordinating travel, planning food etc.
  • Coordinates other large-group meetings, both off-site and on-site
  • Works with Director to determine agenda for standing meeetings with Managers/Project Leads
  • Ensures standing team meeting invites/email lists are up to date
  • Executive Assistance
  • Manages Director's calendar and books standing team meetings and some one-off group meetings
  • Books Director's travel and performs Director's individual adminstration work (Visa reports, invoices)
  • Other
  • Distributes Science Matters column to media when Senior Editor is away
  • Backfills the liaison for the Suzuki Elders program

Qualifications

  • 1-3 years progressive administrative responsibilities, including HR administration and budget management required
  • Strong personal interst and committment to the Foundation's mission and vision
  • Friendly, personable and able to work well with clients, co-workers and the general public
  • Able to exercise diplomacy, tact and good judgment in recognziing scope of authority and in protecting confidential information
  • Able to perform administrative duties with deliberate speed and accuracy and without immediate and constant supervision
  • Sound judgment and decision making skills, with flexibility to immediately adjust work plans to complete tasks that arise on an urgent basis
  • Abilty to provide support to a team within a fast paced environment by taking initiative, prioritizing needs, and meeting tight deadlines
  • Highly organized and the ability to prioritize tasks effectively
  • Excellent written and spoken English required.  French language skills an asset
  • Practical experience and strong facility with Microsoft Office applications required; systems thinking
  • People management skills
  • Project managment skills
  • Change management skills
  • Experience working with fundraising teams
  • Knowledgeable about strategic budgeting and financial management planning.
  • Experience with process design
  • Managing/coordinating in a complex environment
  • Coordinating/managing team in accordance with values
  • Commitment to transparency and information flow within the team
  • Sensitive to team needs

Additional Information

APPLICATION PROCESS

Please submit your cover letter and resume explaining why you are interested in this opportunity by going online to: http://www.davidsuzuki.org/about/employment/ and clicking on the "I'm Interested" link.

The deadline for applications is October 16th 2016.

We recognize the importance of a diverse workforce and encourage applications from Aboriginal people, members of a visible minority and people with a disability.