Job Description

ADMINISTRATIVE AND DEVELOPMENT COORDINATOR

Role Description

Full Time

THE ORGANIZATION

The Ita Wegman Association of BC for Curative Education and Social Therapy (Glenora Farm) is an intentional community based on an organic farm located in the rural community of Glenora in the Cowichan Valley on Vancouver Island. Through the modalities of cooperative agriculture, inclusive arts and culture, and integrated home supports, Glenora Farm provides life-enriching day programs and empowering residential care for adults with developmental disabilities (Companions).

OUR MISSION STATEMENT

It is our common endeavor to create an environment in which those who are in need of special care, and those who provide it, can relate to each other as individuals rather than as professionals and clients. Thus, we make room for creativity and personal fulfillment in the context of each person's privacy and spiritual freedom. In the way we live together, in the way we care for the land, and in the things we create, we intend to uphold the ideals of Camphill, in which each contributes what they are able to, and receives in turn what they need.

KEY RESPONSIBILITIES AND DUTIES

The Administrative and Development Coordinator provides support to the Executive Director, Facility Manager, and Quality Assurance Coordinator.

The Administrative and Development Coordinator supports development initiatives, including tracking donations and grants, updating and managing mailing lists, leading event planning, engaging with active and potential donors, and ensuring timely acknowledgment of donations. Develop grant applications with the contract Grant Writer, and draft grant reporting data.

The Administrative and Development Coordinator is responsible for overseeing all social media and media initiatives, including but not limited to the quarterly Glenora Gazette newsletter, media requests, etc.

The Administrative and Development Coordinator supports the Executive Director in preparing progress reports and drafting proposals, and provides ongoing and diverse office support services by implementing and maintaining administrative systems, procedures, and policies while monitoring and prioritizing tasks and projects.

The Administrative and Development Coordinator is responsible for ensuring bank deposits and withdrawals are completed in a timely manner.

The Administrative and Development Coordinator is responsible for overseeing volunteer coordination and practicum student placements, including program development, scheduling, communication, and associated reporting.

The Administrative and Development Coordinator monitors and updates website content, and provides direction and feedback to website contractors.

Report Management:

The Administrative and Development Coordinator is expected to complete relevant reporting as required, accurately and in a timely manner.

Annual report creation:

Develop and oversee the creation of the annual report. Assign responsibilities and track and follow up on submissions. Work with the contract Grant Writer to finalize a report to be presented to the Executive Group for review and approval. The Admin and Development Coordinator is responsible for compiling a development-focused submission for the annual report, which includes noteworthy events, list of donors/supporters, new partnerships, and value of gift-in-kind donations.

Social media:

Timely, accurate, and engaging social media presence across social media platforms. Fully adheres to confidentiality policies & procedures and respects Companion and Coworker consent for photos/videos.

Website management:

Monitors and updates website content, and provides direction and feedback to website contractors.

Fiscal Management:

The Administrative and Development Coordinator is responsible for working within the budget as communicated by the Executive Director and Finance Group. The Administrative and Development Coordinator is responsible for accurate and timely receipt submission and processing.

Office support:

Generate memos, emails and reports as requested. Organize files and suggest systems that could support the office. Answer incoming calls and return voicemails. Supports the Executive Director, Facility Manager, and Quality Assurance Coordinator in the preparation of reports, analyzing data, and identifying solutions. Implement and monitor programs as directed and ensure programs are seen through to completion. Keep track of office supplies needed across Glenora Farm and order when applicable.

Feedback collection:

Administrative and Development Coordinator sends out bi-annual satisfaction surveys to Coworkers, family/representatives and stakeholders and completes in-person satisfaction surveys with selected Companions.

Compliance:

The Administrative and Development Coordinator is up to date with and compliant with CARF, Island Health, and CLBC standards. Supports health and safety measures by ensuring associated policies, procedures and regulations are followed.

Donor relations:

Support and maintain relations with donors. Build and maintain a donor database. Ensure personable and timely acknowledgement and recognition of donations. Comply with the Donor Recognition policy. Suggests updates to development-related policies to the Accreditation Group. Issues, tracks, and provides information on gift-in-kind and charitable tax receipts.

Event planning:

Responsible for event development, management, and oversight. Works with all Groups to support event planning, including planning, marketing, communication, oversight, on-site management, debriefing, and financial reconciliation.

Strategy and planning:

The Administrative and Development Coordinator creates and maintains development calendars, supports and participates in development strategies, fundraising and event planning, and enhances overall development initiatives. Works with contract grant writer and the Board-led Fundraising Group on various development projects. Markets programs and facilities by preparing and providing informational and promotional materials. Works directly with media outlets as a designated spokesperson.

Onboarding:

Manages and maintains Companion, Coworker, and volunteer administrative files and criminal record checks.

Admissions support:

Supports the Admissions Coordinator, Facility Manager, and Quality Assurance Coordinator with Companion and Coworker admission processes. Collects, analyzes, and summarizes Coworker and Companion admissions data and trends. Recommends changes to admission criteria, policies, and procedures.

Meeting participation:

The Administrative and Development Coordinator attends meetings as requested.

SKILLS AND QUALIFICATIONS REQUIREMENTS

Communication with Coworkers:

communicates appropriately, respectfully, and effectively with Coworkers and other stakeholders. Demonstrates advanced interpersonal communication skills, emotional intelligence, and the ability to foster and maintain positive relationships. Manages effective self-regulation/care and personal awareness. The ability to model active and reflective listening skills

Communication with Companions:

communicates appropriately, respectfully, and effectively with Companions. Demonstrates advanced interpersonal communication skills, emotional intelligence, and the ability to foster and maintain positive relationships. Manages effective self-regulation/care and personal awareness. The ability to model active and reflective listening skills.

Time and Task Management:

uses time effectively and efficiently in order to accomplish the workload on time while prioritizing and delegating tasks as needed. Follows all Glenora Farm policies and procedures as well as professional standards and regulations. Provides detailed information on time used and tasks completed as requested.

Teamwork:

works respectfully, cooperatively, effectively, and collaboratively with other individuals and Groups to reach a common goal; observes and understands team needs and dynamics and can problem solve with team members in a timely, respectful, and proactive manner.

Leadership:

maintains a professional and positive manner even in challenging situations. Engages Companions, Coworkers, and volunteers to accomplish organizational goals. Ability to explore new opportunities, identify gaps, and contribute to the Farm's growth and develop goodwill in the community. Models all Glenora Farm policies and procedures.

Professional development and training:

actively participates in all mandatory training. Engages in tasks in a way that aligns with the training provided. Engages in any follow up requirements (ongoing training/practice, recertification, testing, etc.).

Feedback:

accepts feedback as a means of improving one's performance and learning new and different methods and tools. Provides collaborative, proactive solutions and suggestions to the leadership team. Ability to take responsibility, perform reliably, and receive critical feedback/instruction. Is able to provide constructive feedback in a respectful and timely manner. Engages with supervisor notes.

EDUCATION, SKILLS AND ABILITIES

A combination of education and experience in the following areas is

preferred

:

University or college degree/diploma (marketing, communications, fundraising, human resources) Previous training and experience in a Camphill Community Experience working with adults and/or seniors with diverse abilities, brain injury, and age-related illnesses Knowledge of the local community's resources and service providers Experience / knowledge of Trauma Informed Care and practice Experience / knowledge of Person-Centered theory Experience / knowledge of light case management, progress reporting Non-Violent Communication / Non-Violent Crisis Intervention Experience with database management Experience in an administrative role Advanced computer literacy Excellent oral and written communication skills Self-motivated, ability to balance efficiency and thoroughness Able to work calmly, prioritize tasks and complete tasks within deadlines Positive attitude, adaptable, and organized Valid Occupational First Aid Level One, or willingness to engage with training A valid Class 5 driver's license and access to reliable transportation ICBC Drivers Abstract A Clearance Letter for Criminal Record Check specific to 'vulnerable persons' is required for this position (provided in-house prior to hire) Current TB test (immunization documentation to be provided before hire)

WELLNESS STATEMENT

Glenora Farm acknowledges the importance of healthy lifestyles and workplace wellness. It is the expectation that all Coworkers will maintain their psychological, physical, spiritual, and intellectual health and function as role models to others at the Farm.

Job Type: Full-time

Pay: $23.00-$25.00 per hour

Expected hours: 40 per week

Benefits:

Casual dress Company events Dental care Discounted or free food Extended health care On-site parking Store discount
Work Location: In person