Program Coordinator

Salary Range: $54,921.00 - $83,280.00

Close Date: November 03, 2024

Job SummaryBC Financial Services Authority (“BCFSA”) helps to protect British Columbians during the biggest financial decisions in their lives. We regulate B.C. ’s financial services sector, including credit unions, real estate licensees, registered pension plans, insurance and trust companies and mortgage brokers. Through modern, effective and efficient oversight, BCFSA protects consumers by impartially setting and enforcing standards across the entire sector ensuring the prosperity of the province.

BCFSA is an equal opportunity employer and welcomes applications from all groups. This includes Indigenous Peoples, women, visible minorities, persons with disabilities, persons of diverse sexual orientation, gender identity or expression (LGBTQ2S+), and others who may contribute to diversity at BCFSA.

We recognize unique styles, perspectives, beliefs, and creativity that support a diverse, respectful, inclusive and collaborative work environment. To achieve this, we are committed to:

• Hiring team members who represent the population we serve;
• Removing barriers that may prevent equitable employment; and
• Supporting respectful work environments where everyone feels included and able to produce excellent results.

BCFSA is proud to be Great Place to Work Certified™. This is based on direct feedback from our Team Members. Our organization has also been selected as one of BC's Top Employers (2024) in recognition of our competitive compensation, work-life balance, and progressive programs.

WHAT WE OFFER:

When you join us, you become part of a high-performing team. Here, each Team Member can bring their unique talent to make outstanding contributions as we work towards the common goal of protecting British Columbians during the most important financial transactions in their lives.

We offer:

• Healthy living and work-life balance
• Comprehensive health and wellness benefits plan
• Opportunities for personal and professional development
• Competitive compensation
• A challenging and engaging team environment
• Defined benefits pension plan which provides guaranteed income for life
• Flexible work arrangement for eligible positions
• Our team members enjoy the flexibility of a hybrid work model. They can choose every day where they want to work to be the most effective, from the comfort of their home to our beautiful office in downtown Vancouver. (Eligibility may vary, depending on position).

SUMMARY

The position coordinates department operations, including regulatory business and corporate reporting, administrative services, travel, and compliance with policies and procedures.

***The accountabilities of this position may vary across different departments, please see the second part of the accountabilities for additional accountabilities.

ACCOUNTABILITIES

• Manages the respective People Leader’s calendar (as well as other People Leader’s calendars in the department, as needed) by determining priorities and urgent situations, scheduling meetings or time, and making changes and adjustments as required.
• Develops, implements, and maintains administrative systems, procedures, and standards, including executive correspondence, presentation materials, templates, records management, and mail processing.
• Proofreads and/or edits various forms of draft correspondence according to the BCFSA’s correspondence standards and returns to the author for corrections and changes.
• Develops and maintains a tracking system to ensure correspondence, reports, etc., are completed within critical timelines.
• Exercises expense authority for administrative budgets and petty cash funds.
• Coordinates and/or oversees the management of all records and documentation and sets up and maintains the records management system including the storage, retrieval, and destruction of records.
• Contributes to the team’s development of internal work practices (e.g., policies, procedures, and tools).
• Develops, implements, and updates the administrative framework ensuring the full scope of administrative services are provided to the leadership team and program staff and provides guidance and problem solving on administrative issues.
• Conducts analysis of data and consolidates information from various business units to develop reports and present findings to senior management.
• Participates in budget development by reviewing previous years’ expenditures, anticipating future program and/or project needs and the impact on the administrative budget, and making recommendations.
• Coordinates financial activities (contract administration, accounts payable, purchasing, reporting) ensuring compliance with financial administration and purchasing policies and procedures.
• Provides orientation and training to internal and/or external stakeholders within area of responsibility.
• Contributes to, participates in, and supports organizational business.

Depending on the department, accountabilities may also include:

• Plans and executes quarterly departmental meetings, including scheduling, catering, preparation of presentation materials, set up and tear down.
• Maintains and ensures the integrity of systems and verifies completeness of assigned files through proper tracking, case logging, identification and classification, search, retrieval, and delivery processes.
• Contacts stakeholders to clarify conflicting/missing information required to support information requests and carries out database and system searches for additional information.
• Make determinations and/or recommendations using established legislation, regulations, policies, and guidelines.
• Contributes to the team’s development of internal work practices (e.g., policies, procedures, and tools) and assigns work of the team, as well as managing the central inbox, reports on FOI Requests and contributes to the FOI Database
• Manages intake for FOI requests, including responding to applicants, providing guidance to staff, and estimating time required to locate and prepare information packages to support the Freedom of Information and Protection of Privacy Act.
• Prepares reports on privacy impact assessments and tracks initiatives or systems that have not been fully assessed for review by the Manager.
• Provides administrative and project management support to various BCFSA departments for significant regulatory, departmental and engagement initiatives that require extensive internal cross-departmental and external coordination.
• Plans and executes key BCFSA stakeholder conferences, forums and events. This may include but is not limited to:
• Event planning and all coordination activities (such as venue, catering, audiovisual, tech support, securing panelists, invitations, agendas, etc.).
• Liaising with external suppliers.
• Working with procurement to secure event goods and services.
• Maintaining a project budget for respective conferences, events and forums.
• Supporting cross-departmental working groups to plan and execute BCFSA conferences.
• Running the logistics for day-of-show on site or virtual.
• Coordinates projects and files by working effectively with other teams within the Education and Licensing Department; across the departments within BCFSA; and with external vendors, suppliers and stakeholders as needed.

JOB REQUIREMENTS

• Minimum 2 years of experience in event planning preferably in a professional services environment, including selecting and securing venues and external suppliers, hosting virtual and/or hybrid events, budgeting, tracking, and post-event reporting.
• Experience working in a confidential capacity.
• Knowledge of financial, records management, purchasing and contract administration policies and procedures and, Freedom of Information and Protection of Privacy Act.
• Knowledge of standard office procedures, the BCFSA’s structure, and Department deliverables.
• Ability to establish and maintain effective working relationships and communication with a variety of stakeholders.
• Excellent organizational skills to manage diverse workloads effectively and independently.
• Proficiency in using Microsoft Office suite of products.
• Ability to exercise judgement, initiative, and discretion.

EDUCATION

• Post-secondary school courses in business administration, public administration or financial management and some experience providing administrative and financial support services and responding to IT, financial and program issues, or an equivalent combination of education and experience.

PROVISOSCandidates must be eligible to work in Canada and living in British Columbia or intent to settle in the province.

Internal candidates are kindly requested to use their BCFSA email address when applying for this position. This will help us identify and streamline the internal application process.

Hiring Process Accommodation

BCFSA wants to ensure every job applicant is treated fairly and with respect and encourages applications from all candidates, including those with diverse abilities. We welcome you to inform us confidentially if you may require any special support in the application process, including disability accommodation, in order to participate fully in our recruitment experience. Email us at [email protected] to notify us of any needs related to your job application.