Administrative and Operations Coordinator

Yuułuʔiłʔatḥ Government•Ucluelet, BC

13d•Onsite

About The Position

The Administrative and Operations Coordinator provides operational and administrative support within the Department of nism̓aakukqinʔaała (Always our land). This role functions as the primary administrative support for the department, ensuring that internal office systems, financial processes and scheduling are maintained and that day-to-day operational processes function in a coordinated, disciplined, and service-oriented manner. The position also serves a coordination role for whole-of-department operations, providing advice on operational plans and supporting best approaches to operationalizing programs and services, allowing the Director to focus on strategic leadership, intergovernmental relations, organizational development, and long-term planning.

Requirements

Minimum 5–7 years of progressive experience in office administration, operational leadership, and lands and resources management/programming.
Small Vessel Operator Proficiency (SVOP) and Small Domestic Vessel Basic Safety (or equivalent certification).
Satisfactory criminal records check.
Valid Class 5 BC Driver's License and ability to travel as required.
Strong understanding of public administration and internal governance structures
Demonstrated ability to exercise sound judgment under delegated authority
Strong organizational and systems-thinking skills
Ability to manage competing priorities in a fast-paced environment
Ability to design and improve administrative processes
High level of discretion and professionalism
Strong written and verbal communication skills
Effective supervisory and coaching capability
Cultural awareness and commitment to respectful engagement within an Indigenous governance context.
Understanding of and respect for Yuułuʔiłʔatḥ values, language, and the Department of nism̓aakukqinʔaała (Always our land).

Nice To Haves

Post-secondary education in Business Administration, Public Administration, Natural Resource Science, Environmental Studies, Marine Sciences or related discipline, or equivalent combination of education and experience.
Experience in Indigenous governance, First Nations administration, municipal government, or BC public service.
Experience supporting a senior executive or Chief Administrative Officer.
Experience overseeing administrative, finance, and HR processes.
Experience developing and implementing operational plans.
VHF Radio Certification and/or Drone Pilot Certification.

Responsibilities

Coordinate and support department-wide operational and work planning activities, ensuring alignment across programs, teams, and priorities, with direction from the Manager or Director as needed.
Coordinate the support vessel component of the annual Canoe Journey by facilitating team coordination, scheduling, and operational planning across captains, crew, and internal departments; assist with training coordination, logistics (vessels, equipment, safety readiness), and communication to ensure safe, well-organized, and effective on-water operations.
Work closely with managers and program leads to bring staff together, establish clear timelines, identify resource needs, and support the implementation of key initiatives and services.
Provide hands-on project and initiative coordination support to managers, helping to track progress, maintain momentum, and ensure deliverables are met.
Identify operational gaps, challenges, or inefficiencies across programs and recommend practical, coordinated solutions to improve service delivery.
Support the development and refinement of workflows, processes, and tools that enhance collaboration, consistency, and overall program effectiveness.
Coordinate departmental billing processes, including tracking invoices, supporting approvals, and liaising with Finance to ensure timely and accurate payments.
Coordinate office facilities and workspace planning, including seating arrangements, office moves, and ensuring spaces are functional and well-organized, with direction from the Manager or Director as needed.
Coordinate office supplies, equipment, and asset tracking to ensure staff have the resources required to operate effectively.
Maintain administrative documentation and records management systems, ensuring accuracy, accessibility, and alignment with organizational standards and information security requirements.
Ensure confidential and secure handling of personnel, financial (including billing and invoices), operational, and other sensitive organizational information.
Maintain and monitor records management and documentation practices to ensure accuracy, controlled access, and compliance with information security standards.
Identify administrative and operational risks (e.g., billing discrepancies, documentation gaps, workspace or asset management issues) and recommend practical mitigation strategies to the Manager or Director.
Support adherence to organizational policies, procedures, and internal controls, including those related to financial processes, records management, and workplace operations.
Support consistent administrative practices across the department to reduce risk, improve accountability, and maintain operational integrity.
Performs all duties in accordance with Yuułuʔiłʔatḥ Government policies, standards, practices, and procedures, and other duties as assigned by the Director of nism̓aakukqinʔaała (Always our land).