Operations Assistant - Jobs in Vancouver, BC

Job Description

DEPARTMENT: Operations TeamREPORTS TO: Director of OperationsPOSITION TYPE: Full-time, PermanentSALARY: range of $56,052 (minimum) - $71,622 (maximum) dependent on experiencePOSTING CLOSING DATE: September 30, 2022ABOUT THE LAW FOUNDATION OF BCThe Law Foundation of British Columbia (the Foundation) has a mission to advance and promote a just society governed by the rule of law, through leadership, innovation and collaboration. It has been doing this since 1969, using funds arising from interest paid on lawyers’ pooled trust accounts and other sources to make the law and justice system accessible, particularly to those segments of the public who face the greatest barriers to access. Through its funding, the Foundation supports:

• a network of 50 poverty law advocacy programs
• a network of 25 family law advocacy programs
• clinical legal education programs at all three law schools
• a variety of public interest law programs
• public legal education programs
• support for the provision of legal aid and public law libraries
• important work in law reform; and
• several other programs and projects that contribute to enhancing the rule of law and access to justice in British Columbia

Working at the Foundation means joining a team of passionate, hard-working professionals. We strive to build an inclusive and respectful working environment, where all employees are valued for their contributions to our mission.We offer a comprehensive benefits program, which includes:

• Generous extended health and dental coverage for the employee, spouse, and dependents
• 3 weeks annual vacation to start and late December office closure
• Wellness spending account
• RRSP contribution of 6% of salary without matching requirement
• Generous care days (sick leave) entitlement
• Flexible work arrangements
• Relevant professional fees and memberships covered
• Training and professional development opportunities
• Family friendly workplace policies, parental leave top-ups, life insurance plan, and a workplace culture with an overarching emphasis on wellness and work life balance
• Policies to support work from home and other benefits

To learn more about what we do, please visit www.lawfoundationbc.orgABOUT THE ROLEThe Operations Assistant is part of a dynamic team that is working to create innovative solutions to difficult access to justice challenges that affect diverse communities in British Columbia. This role will support the Law Foundation of BC’s grant-making programs, operational and training needs. The Foundation seeks to ensure access to justice through its five mandated program funding areas: legal education, legal research, legal aid, law reform and law libraries.Reporting to the Director of Operations, the Operations Assistant plays a critical role within the Foundation, ensuring that Program and Operations initiatives and projects are well supported. This position also contributes to the continuous improvement of administration processes and day-to-day operations.The Foundation is currently undergoing a review and modernization of its internal systems. The position will also play an integral part in supporting changes related to program processes, operations, administration, and IT support, and will provide recommendations where there is opportunity for improvement.EDUCATION & EXPERIENCEThe Operations Assistant will have at least one or a combination (or equivalent) of the following education and experience:

• Undergraduate degree or diploma in a relevant discipline
• Minimum one year experience in similar capacity

• Experience in supporting an organization with project administration and coordination
• High proficiency with technology including Microsoft Office 365 (Teams, Outlook, Excel, Word) and video conferencing technology (Teams, Zoom) and comfort with adopting new technologies
• Experience working in databases and/or content management systems (e.g. SmartSimple or similar)
• Experience with a variety of web-based platforms and comfort learning new software

RESPONSIBILITIESProgram Support

• Coordinates the administrative flow of materials and activities related to the grant-making process
• Provides administrative support to assigned Program staff

• Tracking and managing timelines related to grant applications, reports from grantees, and other materials for Program Directors and Managers within the Foundation’s grant-making system (SmartSimple)
• Composing clear correspondence and communications (e.g. via email and/or phone) with grantees and other key stakeholders

• Assembling, editing, and proofreading materials
• Scheduling and managing meetings and preparing and distributing corresponding materials
• Supporting with Conferences and Training (virtual and in-person)
• Proofreading, editing, and formatting draft correspondence prepared by other staff
• Producing reports as needed

• Supports preparation for Board and Committee meetings including scheduling, preparing materials, obtaining approval, documenting, and processing
• Conducts research when needed, and extracts, organizes and presents data
• Supports the management of grantee reporting data and the compilation of such data for internal and external purposes
• In partnership with the Digital Transformation Specialist, supports the back end of our grant-making system, Smart Simple.
• Coordinates logistics for program site visits (reviews and prepares materials, coordination of communication with grantees, and coordination of travel if necessary)

Operations Support

• Updates the Foundation’s “Global Calendar” with key organizational dates
• Participates in all-staff meetings

• Shares responsibility of chairing, minute taking and running smooth Operations team meetings, ensuring key organizational initiatives are discussed and decisions are made to progress work forward
• Supports the Operations team in identifying topics for “IT Tips of the Week” in all staff meetings
• Coordinates meetings with Foundation governors, regulatory bodies, Foundation staff and other key stakeholders
• Anticipates information needs and compiles information packages for meetings, conferences, appointments, etc.
• Attends governance meetings to support Governance & Executive Coordinator with governance issues as needed

• Attends and participates in board of governor and staff planning events and board meetings
• Helps develop, test and document administrative processes, and helps with the development of ‘how-to’ documents or instruction manuals
• Acts as back up to Digital Transformation Specialist when needed by supporting with Smart Simple trouble shooting or back-end requests
• Supports in the onboarding of new staff members
• Provides technical support in meetings as needed

Note: This job may require additional responsibilities and duties as assigned by the Law Foundation of British Columbia.KNOWLEDGE, SKILLS & ABILITIESThe Operations Assistant would benefit from the following skills, abilities, and attributes:

• Proven ability to work effectively in a high-pressure environment with frequent interruptions, and to prioritize multiple competing demands and meet tight deadlines
• Demonstrated ability to form effective working relationships across all levels of an organization
• Demonstrated ability to interact with senior levels of leadership and external stakeholders with tact and discretion

• Demonstrated strong organizational skills
• Excellent judgement, such as being able to identify contentious and politically sensitive issues and respond appropriately
• Excellent communications skills, both verbal and written, including the ability to synthesize and summarize complex information so that it is easily understood
• Exceptional attention to detail
• Ability to resolve problems by identifying and interpreting situations and applying ingenuity to effectively resolve

• Excellent interpersonal skills, including positive attitude, active listening, and probing for information to clarify requests
• Proven track record of taking initiative and leadership
• Ability to plan, prioritize, and complete assignments independently
• Ability to solve problems creatively
• Ability to own projects and workload

APPLICATION PROCESSWe strongly encourage applications from members of communities that are marginalized or that experience structural discrimination including those identifying as Indigenous, people of colour, members of non-dominant ethnic, religious, linguistic, and/or cultural groups, women, (im)migrants/newcomers, people with (dis)abilities, and LGBTQ2S+ people, and we strongly encourage applicants to self-identify in their application if they feel comfortable in doing so. In order to achieve a representative team, preference may be given to applicants self-declaring as being a member of one or more of the groups identified above. The Foundation believes that a workforce that reflects the diversity of the communities we serve strengthens our ability to achieve our mission.Please submit the following through this application portal:

• Resume (upload as PDF).

• Cover letter (upload as PDF)

• Three references who can speak to your skills and experience (whether paid or unpaid). Please enter these directly into the provided fields in the portal. The Law Foundation may request that a candidate provide supplemental references if required.

When submitting your application please name and save your attachments with your first and last name in the title, such as: “FirstnameLastname Resume.pdf” and “FirstnameLastname Cover Letter.pdf”.Interviews will be conducted by Foundation staff by video. The Foundation will make appropriate accommodations, if needed, for candidates that we interview.By submitting your application, you certify that all information submitted is true, complete and correct. Any information provided in your application, any assessment documents or processes and/or an interview that is found to be false or misrepresented in any respect, may eliminate you from further consideration for employment or may result in dismissal.We acknowledge that the Foundation’s main office is located in Vancouver on the shared lands of the Musqueam, Squamish and Tsleil-Waututh Nations, and conducts its work throughout the homelands of Indigenous Peoples across the place we now call British Columbia. The Law Foundation of BC is committed to supporting a just and meaningful reconciliation between Indigenous peoples and others in these lands.If you have any questions about this role, please contact Andrea Gutierrez, Director of Operations, by email at agutierrez@lawfoundationbc.org.Quick Apply

• Terms & Conditions
• New Privacy
• Privacy Center
• Accessibility

For Job Seekers

• Browse Jobs
• Advanced Job Search
• Emplois Quebec

For Employers

• Post a Job
• SimplyHired OnDemand

Stay Connected