Administrator, IMPAC5 - Jobs in Vancouver, BC

Job Description

Taking action for the ocean today, so we can all flourish.IMPAC5The IMPAC5 global forum brings together ocean conservation professionals and high-level officials to inform, inspire and act on marine protected areas (MPAs). IMPAC5 will be held in Vancouver from Feb 3-9, 2023.ROLE OVERVIEWThe Administrator, IMPAC5, plays a key supporting role in the administration, organization and operational planning of Ocean Wise’s IMPAC5 Young Professionals program. Ocean Wise is expecting to welcome between 50-100 young professionals to Vancouver to participate and make meaningful contributions to the Congress’ discussions and outcomes. Ocean Wise’s Young Professionals work consists of three main components:

• A series of three online training and orientation sessions pre-congress for Young Professionals who will travel to Vancouver to attend IMPAC5
• A two-day in-person teambuilding exercise near Vancouver for Young Professionals to network with each other and build relationships that will improve their experience during and after the Congress
• An intergenerational knowledge sharing program during the Congress, where more experienced attendees and the Young Professionals will have time and space to share ideas, perspectives and priorities with each other

Reporting to the Manager, Partnerships and Education Resources this role works closely with the Coordinator, IMPAC5 to ensure the highest level of logistical, administrative and operational support is provided to Ocean Wise’s IMPAC5 Young Professionals Program. The Ocean Wise team will also be working closely with IMPAC5’s Young Professional Committee (YPC), who will be providing guidance and leadership to ensure young professionals perspectives and contributions are present throughout IMPAC5. This position will primarily support the Manager, Partnerships and Education Resources in coordinating the logistics for the Pre-Congress sessions and Intergenerational Mentoring Program for IMPAC5, and ensuring travel, accommodation and supplies for IMPAC5 participants. This position can be remote, full-time position. Candidates who are considered for employment will be subject to the successful completion of a criminal background check.KEY ACCOUNTABILITIES:GENERAL PROGRAM ADMINISTRATION:

• Work closely with the Coordinator and Manager to draft and launch the call for applications for young professionals to join IMPAC5. The Administrator may also provide assistance in the review and selection of young professional applicants.
• Working closely with the Coordinator, IMPAC5 and YPC, schedule the dates, send invites and manage inquiries regarding the three pre-congress online training sessions.
• Act as the main point of contact for Young Professionals for all inquiries.
• Lead the coordination and communication for the Intergenerational knowledge sharing program, being the main point of contact for young professionals and more experienced attendees.
• Arrange logistics for the two-day, in-person training including organizing travel, accommodations, local transport, equipment, guest speakers, and venue rental.
• Ensure invoices and honorariums are submitted correctly and processed by finance accordingly.
• Send recordings, slides, and additional resources to all participants.
• Attend and participate in meetings and complete action items in a timely manner.
• Work closely with the Coordinator, IMPAC5 to collect feedback pre and post-congress that will contribute to the legacy document.

MANAGING RECORDS:

• Implement and maintain record management systems for the program including data on participants, partner information and contact information;
• Maintain security and confidentiality of records;
• Coordinate evaluation initiatives including collection of data from participants and community partners;
• Prepare surveys and evaluation summary reports as instructed;
• Contribute information to regular financial and activity reports.

LIASE WITH FINANCE:

• Providing clear communication regarding IMPAC5 activities that require Finance and Purchasing support;
• Coordinating efficient processing of invoices, purchases, travel arrangements, and expense reports.

Consciously desires to improve Ocean Wise and its processes by:

• Participating as an active member of the Youth Initiative and Conservation Department including attending meetings, contributing to projects, and supporting programs when possible;
• Promptly follows emergency protocols;
• Maintains and supports organizational safety standards;
• Continually improves Ocean Wise’s impact on the environment and greening of operations through support of EMS protocols;
• Actively demonstrates Ocean Wise’s values and code of conduct;
• Abides by all organizational policies and procedures;
• Performs additional duties as required.

QUALIFICATIONSEducation and Experience

• Demonstrated experience in an administrative role; or post-secondary diploma or certificate in a related field;
• Experience working in event planning is an asset;
• Demonstrated experience managing data using Excel and other data management software;
• Valid Class 5 Drivers License is considered an asset.

Technical Competencies

• Excellent customer service skills and strong commitment to the IMPAC5 experience;
• Strong organizational and interpersonal skills;
• Strong oral and written communication skills including the ability to communicate complex information in a simple and clear manner;
• Detail oriented; multitasking, procedural, and logistical skills;
• Strong competency in MS Word, MS Excel, MS Outlook; and other numerical data management
• Ability to work independently;
• Strong competency with budgeting, financial calculations, and accounts liaising.

WORKING CONDITIONS

• The incumbent will work in a shared office environment with the usual ergonomic risks;
• The position is primarily non-physical; some lifting/carrying of loads up to 25 kgs at a time;
• Works frequently under pressure, with deadlines and shifting priorities that are often not under the incumbent’s control;
• Occasional outdoor work opportunities to support program delivery;
• Job requires the ability to safely carry loads up to 25 kgs at a time.

Inclusion and Diversity: Ocean Wise is an Equal Employment Opportunity Employer. We are a company where diverse backgrounds, experiences and viewpoints are valued. Ocean Wise does not make hiring or employment decisions on the basis of race, color, religion, gender, gender identity, sex, sexual orientation, disability, veteran status, age, ethnic or national origin.If this posting and our mission to protect our oceans for future generations has ignited a passion within yourself, we encourage you to submit an application today. Come join us!Quick Apply

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