Coordinator, Development & Operations (Grants & Community Initiatives)

Vancouver Foundation•Vancouver, BC

4d•Hybrid

About The Position

The Coordinator, Development & Operations plays a key role in enabling the effective day-to-day functioning of the Grants & Community Initiatives (GCI) department. This position provides coordination and administrative support across systems, workflows, and processes related to grantmaking and departmental operations, ensuring work is organized, accurate, and aligned with team priorities. Reporting to the Director, Development & Operations, the Coordinator supports a broad range of operational activities, including onboarding and training coordination, documentation management, financial processes, and project tracking. The role contributes to maintaining project management tools, supporting grant systems and data quality, and serving as a first point of contact for operational inquiries—triaging and routing requests as needed. Working closely with team members and internal partners, the Coordinator helps sustain efficient workflows, accurate data, and responsive support systems that enable effective, community-informed grant delivery. The role also contributes to continuous improvement by identifying opportunities to strengthen processes, systems, and ways of working.

Requirements

Minimum one year of experience in project coordination and/or office administration, including experience gained outside formal education or paid work environment.
Experience in reviewing and evaluating documentation, procedures and processes, and suggesting areas for improvement.
Experience in complex environments that demand priority-setting and balancing competing interests and needs.
Strong technical skills with Project Management software, ideally Asana.
Strong project coordination skills with direct experience working across departments/teams.
Ability to see the bigger picture, understand how specific projects and tasks fit into the larger strategic work of the department.
Excellent attention to detail with the ability to solve problems and work independently
Comfort with a highly adaptive environment that balances process with being results oriented.
A strong team orientation and ability to collaborate with a diverse range of people.
A quick learner with a natural curiosity and desire to ask questions.
Strong interpersonal and communication skills with diverse internal and external partners.
Proficient user of Microsoft Office Suite including Teams, Word, Excel, PowerPoint, and Outlook.

Nice To Haves

Experience using project management, CRM and/or grants management software is an asset.
Experience in financial monitoring, invoicing, and budgeting is an asset.
Experience addressing a wide range of inquiries from internal and external partners is an asset.

Responsibilities

Coordinate day-to-day operational activities that enable smooth departmental workflows.
Serve as a primary contact for operational inquiries related to DOPs, routing complex issues as needed.
Support cross-team communication to ensure timely and aligned operational decision-making.
Track key dates, dependencies, and deliverables relevant to DOPs processes.
Assist with identifying and surfacing operational challenges or process gaps that may require attention from DOPs.
Maintain operational documentation, including workflow guides, reference materials, and departmental procedures.
Review and update documentation to ensure it reflects current practices and remains accessible to staff.
Support coordination and organization of departmental operational activities and process reviews.
Help maintain clarity and consistency across workflows used by different teams within GCI.
Support weekly grant payment cycles by preparing payment information and coordinating required documentation with Finance.
Track grant-related financial information to support operational forecasting and decision-making.
Maintain organized administrative and financial records to support reconciliation and compliance processes.
Assist with tracking and documentation required to ensure grant payments are processed accurately and on schedule.
Support grant system updates by monitoring tickets, coordinating feedback, and assisting with testing.
Conduct routine data checks to identify incomplete, inconsistent, or outdated records and escalate issues as appropriate.
Document recurring system issues or workflow challenges to support continuous improvement of operational systems.
Support staff in navigating operational tools and processes used within GCI.
Support the operational the department by helping track and surface organizational requests and demands that affect GCI’s work.
Coordinate logistics and preparation for recurring departmental meetings, including weekly GCI meetings and other internal touchpoints.
Help maintain shared awareness across teams by ensuring key operational updates, decisions, and milestones are documented and communicated.
Support activities that celebrate and recognize milestones across the department, including professional achievements and personal moments.
Assist with maintaining visibility into major departmental timelines, commitments, and operational priorities.
Support Grants & Community Initiatives Leadership team, particularly supporting meetings, managing and following up on minutes, action item tracking, etc.
Other Duties as Assigned.