Administrative and Operations Coordinator

POSITION PURPOSE  

The Administrative and Operations Coordinator provides operational and administrative support within the Department of  nism̓aakukqinʔaała (Always our land). This role functions as the primary administrative support for the department, ensuring that internal office systems, financial processes and scheduling are  maintained and that day-to-day operational processes function in a coordinated, disciplined, and service-oriented manner. The position also serves a coordination role for whole-of-department operations, providing advice on operational plans and supporting best approaches to operationalizing programs and services, allowing the Director to focus on strategic leadership, intergovernmental relations, organizational development, and long-term planning.  

ACCOUNTABILITY  

Operational & Team Support  

• Coordinate and support department-wide operational and work planning activities, ensuring alignment across programs, teams, and priorities, with direction from the Manager or Director as needed.  

• Coordinate the support vessel  component of the annual Canoe Journey by  facilitating team coordination, scheduling, and operational planning across captains, crew, and internal departments;  assist with training coordination,  logistics (vessels, equipment, safety readiness), and communication to ensure safe, well-organized, and effective on-water operations.  

• Work closely with managers and  program leads to  bring staff together,  establish clear timelines,  identify resource needs, and  support the implementation of key initiatives and services.  

• Provide hands-on project and initiative coordination support to managers, helping to track progress,  maintain momentum, and ensure deliverables are met.  

• Identify operational gaps, challenges, or inefficiencies across programs and  recommend practical, coordinated solutions to improve service delivery.  

• Support the development and refinement of workflows, processes, and tools that enhance collaboration, consistency, and overall program effectiveness.  

Administrative Support  

• Coordinate departmental billing processes, including tracking invoices, supporting approvals, and liaising with Finance to ensure  timely and  accurate payments.  

• Coordinate office facilities and workspace planning, including seating arrangements, office moves, and ensuring spaces are functional and well-organized, with direction from the Manager or Director as needed.  

• Coordinate office supplies, equipment, and asset tracking to ensure staff have the resources to  operate effectively.  

• Maintain administrative documentation and records management systems, ensuring accuracy, accessibility, and alignment with organizational standards and information security requirements.  

Risk Management & Confidentiality  

• Ensure confidential and secure handling of personnel, financial (including billing and invoices), operational, and other sensitive organizational information.  

• Maintain and  monitor records management and documentation practices to ensure accuracy, controlled access, and compliance with information security standards.  

• Identify administrative and operational risks (e.g., billing discrepancies, documentation gaps,  workspace or asset management issues) and recommend practical mitigation strategies to the Manager or Director.  

• Support adherence to organizational policies, procedures, and internal controls, including those related to financial processes, records management, and workplace operations.  

• Support consistent administrative practices across the department to reduce risk, improve accountability, and  maintain operational integrity.  

Other Duties  

Performs all duties  in accordance with   Yuułuʔiłʔatḥ Government policies, standards, practices, and procedures, and other duties as assigned by the Director of  nism̓aakukqinʔaała (Always our land).  

EDUCATION & EXPERIENCE  

Required:  

• Minimum 5–7 years of progressive experience in office administration, operational leadership, and lands and resources management/programming.  

• Small Vessel Operator Proficiency (SVOP) and Small Domestic Vessel Basic Safety (or equivalent certification).  

• Satisfactory criminal records check.  

• Valid Class 5 BC Driver's License and ability to travel as  .  

Preferred:  

• Post-secondary education in Business Administration, Public Administration, Natural Resource Science, Environmental Studies, Marine Sciences or related discipline, or equivalent combination of education and experience.  

• Experience in Indigenous governance, First Nations administration, municipal government, or BC public service.  

• Experience supporting a senior executive or Chief Administrative Officer.  

• Experience overseeing administrative, finance, and HR processes.  

• Experience developing and implementing operational plans.  

• VHF Radio Certification and/or Drone Pilot Certification.  

CORE COMPETENCIES  

• Strong understanding of public administration and internal governance structures  

• Demonstrated ability to exercise sound judgment under delegated authority  

• Strong organizational and systems-thinking skills  

• Ability to manage competing priorities in a fast-paced environment  

• Ability to design and improve administrative processes  

• High level of discretion and professionalism  

• Strong written and verbal communication skills  

• Effective supervisory and coaching capability  

WORKING CONDITIONS  

• Work is primarily performed in an office environment and involves managing multiple priorities, confidential information, and internal operational oversight responsibilities.  

• Flexibility to attend meetings or support program activities outside regular business hours may be  .  

CULTURAL REQUIREMENTS  

• Cultural awareness and commitment to respectful engagement within an Indigenous governance context.  

• Understanding of and respect for  Yuułuʔiłʔatḥ values, language, and the Department of  nism̓aakukqinʔaała (Always our land).  

This job description is intended to convey the general nature and level of work expected. YG reserves the right to amend and update responsibilities to meet operational needs.  Yuułuʔiłʔatḥ citizens are encouraged to apply.