Operations Assistant (2 openings)

at  The Law Foundation of BC

Department: Operations
Hours of work: This position is a full-time permanent position (35 hours per week). Some weekends and evenings required a few times during the year as it relates to grants adjudication, committee, and Board meetings.
Reports to: Director of People & Operations
Location: Our office is in downtown Vancouver; however, we provide the option to work remotely from anywhere in BC.
Accessibility: Current office is located on the 15th floor of a building with elevator access and accessible, gender-neutral washrooms and additional accessibility considerations.
Salary: $67,456 to $86,194 annual salary based on experience (we expect someone new to the Foundation to start at the lower end of this range)
Posting Date: May 28, 2024
Posting Closing Date: Until filled

The 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 People & Operations and taking day to day direction from the Team Lead of Program Support and other program staff, 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.
As a member of the Operations team, the Operations Assistant plays a key role in:

Program 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, documenting, and processing
• Supports external committee and advisory meetings as necessary
• 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 Team, supports the back end of our grant-making system, Smart Simple.
• Coordinates logistics for 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
• Participates in all staff meetings by giving overview of global calendar of Foundation activities, deadlines, and important dates
• 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 Services Coordinator with governance issues as needed
• Supports the Governance & Executive Services Coordinator with Board of Governor planning events and board meetings, and attends and participates in staff planning events
• Helps develop, test and document administrative processes, and helps with the development of “how-to” documents or instruction manuals
• Assists with managing and monitoring shared email inboxes
• Acts as back up to Digital Transformation Team 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
• Is available to perform in-office duties and tasks as required

Note: This job may require additional responsibilities and duties as assigned by the Law Foundation of British Columbia