The role of TWNCS Coordinator is pivotal within our team, collaborating closely with both the TWNCS Manager and the 8-member Board and ensuring the Society maintains a strong administrative foundation for community engagement. Your daily responsibilities will include supporting members with grant-funded projects and leveraging your organizational know-how, showing attention to detail and effective communication skills. Familiarity with Microsoft Office tools like Word, Excel, Teams, and Outlook is required, along with basic project management abilities. Additionally, you should be open to on-the-job training and adaptable to new challenges as the Society expands.

DUTIES AND RESPONSIBILITIES:

Manage the daily operations and activities of the TWN Community Society, including

• Respond to emails and phone calls from community members
• Provide ongoing phone, email and in-person support with applications
• Open project files for each application
• Review Applications:
  • Create Application Review form for each application.
  • Confirm compliance with eligibility criteria and that applications are complete.
  • Check applicant’s TWNCS funding history and reporting.
  • Check supplementary documents for the budget
  • Consult with staff in other departments to ensure no duplication with existing programs or services.
• Prepare Application Review Packs for each proposal (completed application and Application Review Form)
• Prepare contracts for approved applications.
• Prepare AP forms for approved applications.
• Maintain project files.
• Maintain the TWNCS project budget spreadsheets.
• Revise the application guidelines and form, as needed.
• Update TWNCS content on the TWN website regularly
• Provide content to Comms teams for social media posts (i.e., stories from applicants, events, news on donations)
• Support the Board of Directors, as necessary.
• Other assigned tasks.

Meetings

• Coordinate and participate in Application Review Meetings: schedule and prepare application packs for biweekly monthly.
• Coordinate and participate in Director’s Meetings: schedule and prepare info packs
• Coordinate and participate in Annual General Meeting: schedule and prepare info packs
• Participate in Community engagement meetings to promote the TWNCS (i.e., meetings with Elders, Women’s Group, Men’s Group, etc.)

Internal communications

• Forward email or phone messages to Board members, as necessary
• Consult with staff to ensure TWNCS activities do not overlap or duplicate activities funded under existing programs.

Qualifications

• Must be a Tsleil-Waututh member.
• Completion of Grade 12 or GED or equivalent, in combination with experience
• Administrative experience is an asset.
• Good organizational skills and attention to detail
• Good verbal and written communication skills
• Knowledge of Microsoft Office software- MS Word, Excel, Teams, Outlook, Power Point.
• Open to training

KNOWLEDGE, SKILLS, & ABILITIES:

• Excellent time management skills.
• Ability to recognize, respect and work effectively with individuals and groups with diverse perspectives and backgrounds.
• Ability to gather, record, and organize information.
• Ability to work effectively independently and in a team environment.

WORKING CONDITIONS:

a. Physical Demands

• Significant desk work with long periods of sitting and manual dexterity activities (keyboard operations).
• Lifting or moving audio visual equipment, supplies or materials up to 25lbs may be required.

b. Mental Focus

• Ability to take direction and occasionally work under pressure.
• Able to maintain a constructive, flexible, open, cooperative demeanor.
• Must model adherence to established systems and processes.
• Ability to work independently, change focus quickly, and pick-up new tasks with minimal instruction.

c. Environmental Conditions

• Dynamic environment with multiple demands, changing priorities and interruptions.
• Handle highly sensitive and confidential information.
• Engagement with membership, staff, management, and external contacts.
• Occasional evening and weekend hours.