Program Administrator

Program Administrator – Full-time, Permanent
Located in Vancouver or remote in British Columbia
Salary: $63,000
Application Deadline: February 19, 2024
Are you a highly organized administrative expert who is looking for fulfilling work in the non-profit sector with supportive colleagues and a flexible work culture? Are you a community driven individual with an ability to multi-task and find solutions with a strong focus on providing excellent support to communities?
MakeWay is looking for a new team member who will be a central part of the BC Program team and critical to helping advance our program goals. Reporting to the BC Program Manager, the Program Administrator will work collaboratively amongst various team members, departments, and external partners, to ensure that overall program workflow is streamlined and efficient. As part of the BC Program team, this role helps advance our programmatic focus areas of: healthy lands and waters; Indigenous cultural resurgence; transformed food systems; sustainable livelihoods; and community leadership.
MakeWay builds partnerships and solutions to help nature and communities thrive together. We are made up of two legal charitable entities: MakeWay Charitable Society, a shared platform home to over 60+ innovative community-led projects staffed by 200+ change makers; and MakeWay Foundation where about 75+ people are advancing place-based programs that support Indigenous-led solutions and conservation in the North, Pacific, Manitoba, and beyond via grant-making, funder collaboratives and other tools. Our people, projects, and partners are based across the country.
If our values align with yours and you want to learn, grow, and develop within a supportive team that shares knowledge and cares, then we want to hear from you! Join us and make a difference.
What You’ll Do:
Primary Responsibilities:
Grant Coordination & Stewardship

• Input and process programmatic grants through our online database and management systems;
• File and steward grant reports for team review;
• File and maintain grant documentation within our online systems;
• Maintain and update grant templates to ensure they are aligned with programmatic processes/approaches;
• Help coordinate grant reporting, including review and monitoring, in collaboration with team members;
• Coordinate the preparation and timely submission of various funding proposals and reports to program funders;
• Prepare and maintain reports and tracking sheets using our online database systems;
• Support the implementation of impact assessment and program learning processes;
• Ensure that program granting processes align with our programmatic commitments to equity, decolonization, accessibility, and service excellence.

Program Coordination:

• Maintain programmatic files, documents, and folders to ensure they are organized and up to date;
• Coordinate and resolve program invoices, expenses, and contracts to ensure they are paid in a timely manner, from intake to outflow;
• Prepare and process honoraria and related payments to program partners;
• Administer program contracts and agreements, in collaboration with the Senior Program Coordinator;
• Support program events, trips, and gatherings, by helping with event logistics, travel bookings, and other tasks as needed.

Other Responsibilities:

• Participate in team workflow and planning processes;
• Help identify opportunities for process and systems improvement;
• Coordinate program and partner meetings, where necessary;
• Help take meeting minutes, notes, and track internal programmatic action items;
• Develop relationships with program partners, as required;
• Build understanding and knowledge around philanthropic and grantmaking best practices;
• Engage with regional and issue-based context of BC Program to ensure that our granting and program processes are aligned with our strategic objectives.

Who You Are:

• Systems-savvy: You are an administrative expert. You enjoy working with and refining internal systems and technologies to achieve overall program outcomes and support program workflow.
• Organized: You are organized, with an ability to anticipate, plan, and deliver exceptional support in a timely and cohesive manner.
• Adaptable: You can manage and prioritize incoming requests, juggle conflicting priorities, and deliver various tasks while maintaining nimble and efficient.
• Collaborative: You can work with others towards a common goal with clear communication, empathy, and accountability.
• Equity-oriented: You value equity, diversity, and inclusion and centre these values in the work that you do. You look for opportunities to embed your personal and community values into internal systems, processes, and ways of working, approaching work with compassion and curiosity.
• A dependable team member – your team can count on you to be organized and on top of the details. Even when things get difficult, you persevere, and follow-up until the work is done.

Experience You Bring:

• 1-2 years’ experience working in an administrative position.
• Strong computer skills with proficiency in Microsoft Office applications/suite.
• Alignment with the values of MakeWay.

It would be a bonus if you had experience with:

• Salesforce and/or content records management systems.
• Concur, Cloud content management software (ex. Box, Dropbox, etc.).
• The charitable/non-profit sector.

What We Offer:

• The opportunity to have a real impact on the community.
• Full-time annual salary of $63,000.
• Comprehensive employer-paid extended health, vision, and dental benefits package, including an annual $300 Health Spending Account starting Day 1.
• Generous year-end RRSP contribution.
• Three weeks’ vacation plus statutory holidays. MakeWay has implemented a Substitution Statutory Holiday policy which allows employees the flexibility to substitute another day for a statutory holiday. In addition, the MakeWay office is closed annually for a winter holiday break, Indigenous Peoples Day, and National Day for Truth and Reconciliation.
• Flexible work environment with remote working.
• An active Indigenous Employees Network.
• Committed colleagues and a culture of collaboration, caring, and learning.
• High level of responsibility and autonomy.
• Opportunities and support for professional growth and individual wellness, including an annual professional development and wellness fund.

How to Apply:
Please submit a resume and cover letter by February 19, 2024 by clicking on the "Apply Now" button below. In your cover letter please share a little bit about who you are and why you want to join the MakeWay Team.
In recognition of the critical importance to this role of a lived understanding of Indigenous communities, history, values, legal orders, and cultural competencies, preference will be given to Indigenous candidates.
MakeWay is strongly committed to equity and creating a diverse workplace community. We recognize that our recruiting and hiring processes are key to this commitment. We strive to reflect the diversity of our society on our teams and to provide a respectful workplace and equal working opportunities for all employees and applicants. We encourage all qualified applicants to apply. If you require accommodations at any point during the application or hiring process, please contact us at careers@makeway.org.
Our sincerest appreciation to all those expressing interest in the position, however,
only those applicants invited for an interview will be contacted. Thank you!