Migrant Workers Program Coordinator (fixed term, until Sep 30, 2026)

MOSAIC•Vancouver, BC

3d•CA$34 - CA$37•Hybrid

About The Position

MOSAIC is seeking a motivated Coordinator to join their Migrant Workers Program team. This role is responsible for the backend administration of the program, working with internal, community, agency, and funding partners. MOSAIC is a large non-profit organization dedicated to supporting newcomers in Greater Vancouver and throughout BC, with a mission to strengthen communities and advocate for positive changes. They are committed to fostering a diverse and inclusive workplace and have been recognized as a Best Workplace™ in Canada. The organization serves over 26,000 clients annually through a wide range of programs and is a certified living wage employer and CARF-accredited.

Requirements

Degree in Social Services, Sociology, Psychology, Counselling, Education or related field, and/or suitable combination of professional experience in humanities, social sciences, social services, settlement sector.
3 years of experience of coordinating or administration, group facilitation, working collaboratively with community partners; experience in project, human resources, and financial management; experience advocating on behalf of clients; experience presenting on program, project, or service issues; work with immigrant populations and/or diverse cultural backgrounds, and/or comparable education.
At least 1-2 years of experience working in non-profit sector.
Excellent communication skills, both verbal and in writing.
Strong public speaking, presentation skills and group facilitation skills.
Highly organized and able to set priorities and meet deadlines.
Project management skills and analytical problem solving skills.
Financial management experience.
Able to take initiatives.
Trauma informed approach with demonstrated customer service skills.
Cultural sensitivity around the client population and their needs with empathy and advocacy.
Knowledge about the client population and community resources.
Ability to work independently and lead a team.
Tactful, discrete, diplomatic, patient, flexible.
Proficiency in MS Office suite, publishing software, databases.
Current, satisfactory Criminal Record Check required.
Legally permitted to work in Canada through citizenship or permanent resident status. If you have a work permit, ensure that it allows you to work for the duration of this position.

Nice To Haves

Not sure if you're 100% qualified? We encourage you to apply anyway!

Responsibilities

Oversees contract management of subcontractors, ensuring processes and procedures are followed.
Provides project guidance & structure to subcontractors for disbursement of emergency funds.
Emails partners to gather reporting details and deadlines, follows up on missed deadlines, requests missing documentation, and compiles partner data for narrative reports.
Administers emergency funds to MWP participants & subcontractors.
Acts as the liaison between subcontractors and funder.
Coordinates and implements deliverables stipulated in contracts; informs Senior Manager or Director of achievement of contractual outcomes for the program, project, or service; prepares regular reports for the manager on the achievement of quality standards.
Maintains knowledge of trends, protocols, and procedures essential for operation of the special focus of the programs, projects, or services.
Oversees maintenance of partner/subcontractor records; documents information and activities in the program database (e.g., emergency requests from subcontractors, events calendar).
Ensures development and maintenance of system structure, procedures, and practice standards for the project for subcontractors.
Creates internal trackers to monitor progress.
With the Manager or Senior Manager and partner agency staff members, develops a framework and ongoing system to track and promote quality of project or program goals.
Reviews project promotional materials.
Supports with project extensions and CFPs, including grant writing, extension requests - review of proposed budgets & activities, drafting of subcontractor agreements & extensions.
Participates in evaluation of the program as required by the funder, working closely with Senior Manager as part of the MWP Coordination Team, to understand the overarching picture of the national project.
Performs administrative duties related to the program (e.g., processing invoices, handling petty cash).
Communicates expenditures and financial updates to Senior Manager as needed and/or to funder.
Monitors budget lines assigned to the position; forwards to the Senior Manager or Director items requiring approval; informs Senior Manager if any budget line may be over/under spent.
Monitors availability of emergency funds.
Reviews partners’ financial claims & general ledgers.
Explores future funding sources to sustain the program, project, or service in collaboration with project management team.
Documents client financial activities in database(s), or documents and collects data to produce contractual reports or statistics for funders.
Participates in partnership, departmental, all-staff, and relevant industry meetings, in-service training, and other training.
Supports monthly subcontractor meetings, by taking minutes and providing project updates.
Collaborates with external partners, industry experts, and community stakeholders as required.
Maintains a network of subcontractors, community partners to continuously build capacity for our client population - share best practices, resources, etc.
Collaborates with relevant stakeholders to address systemic issues and contribute to ongoing improvements of project services.
Supports the Senior Manager in establishing and implementing monitoring and evaluation mechanisms to assess program outcomes.
Uses data and feedback to make informed adjustments and improvements.
Oversees quarterly reporting processes for subcontractors – includes tailoring report templates and reviewing reports for completeness.
Assists the manager in preparing statistical reports for internal planning purposes as needed.