Job Description

Taking action for the ocean today, so we can all flourish.

ABOUT DIRECT ACTION Direct Action is an exciting youth program for immersive learning and professional mentorship with marine and aquatic conservation efforts across Canada. This national work-integrated service-learning program connects Canadian youth and young professionals with experts in ocean and freshwater organizations, empowering them with direct experience through conservation initiatives, adventurous field work opportunities, professional research projects, and education and outreach programs. Direct Action places youth (ages 19-30) in 3-month, full-time, field, virtual or on-site placements with government, not-for-profit, grassroots organizations, and internal Ocean Wise initiatives working on research, education, communications, and conservation projects. Each host welcomes one or more participants and provides them the opportunity to work closely with established scientists, researchers, and communicators in marine, coastal, and watershed environments and communities across Canada. Youth receive coaching sessions and training by staff to build their capacity as ocean and freshwater leaders and to support them throughout their placements. Direct Action funds costs associated with travel, living expenses, training, and materials for each participant for the duration of the 3 months. ABOUT OCEAN BRIDGE The Ocean Bridge program is a 20-week (Fall and Spring) part-time program designed for Canadians and permanent residents aged 19 \xe2\x80\x93 30 from coast to coast to coast. Each year, the program connects 120 youth and young professionals from rural land locked towns, northern communities, urban coastal cities and anywhere in between to form a national cohort of ocean ambassadors. This project-based experiential program aims to empower young people to become Ocean Wise citizens and adopt a culture of service. Through 1:1 coaching, immersive learning journeys, online workshops and discussions, ambassadors become equipped with relevant skills and are provided with funding opportunities to design and deliver ocean and freshwater action projects that are implemented on a local or national scale. Book-ended by two immersive regional Learning Journeys, ambassadors have the opportunity to learn and explore in one of the following awe-inspiring regions of Canada: The Pacific Coast, the Great Lakes, the St. Lawrence River, and the Atlantic Coast. ROLE OVERVIEW Reporting to the Manager, Administration, this role works closely with all members of the Admin staff team, program staff, and participants. This position provides intermediate level administrative support for the Youth department and its Managers, with a key focus on the Direct Action or Ocean Bridge programs by conducting and coordinating program logistics, expense entry, travel, scheduling, reporting requirements, and data management. This is a full-time, fixed term contract position (with possibility of extension) based remotely (work-from-home). Candidates who are offered employment will be subject to the successful completion of a criminal record check. KEY ACCOUNTABILITIES Performs a variety of administrative functions for the Ocean Wise Youth Programs including:

• Creating and delivering participant acceptance packages;
• Responding to inquiries regarding various program details and processes, including applications, expenses and training;
• Ordering supplies and arranging mail;
• Collating and disseminating information to Ocean Wise Youth Program team members;
• Producing and disseminating a variety of materials and documents including acceptance letters, recognition letters and certificates;
• Providing information to participants and working with Program team members to resolve problems;
• Functioning as a liaison with the Admin team and the Program Manager, Program Specialists and youth participants, and with other departments to maintain effective departmental communication and collaboration.

Supports program coordination and delivery by:

• Coordinating logistics including organizing travel arrangements, food services, accommodations, local transport and domestic travel, materials, and accessibility;
• Accurately managing, entering, and tracking participant expense reports;
• Troubleshooting problems that arise during learning journeys, placements and reconnaissance trips;
• Supporting the delivery team and occasionally working directly with participants;
• Acting as a member of the Youth team and actively participating in team activities, projects, and programs when possible.

Preserves, organizes, and manages records and information by:

• Implementing and maintaining tracking documents and records management systems for the department;
• Maintaining security and confidentiality of records;
• Ensuring accurate and up to date contact information are maintained for applicable external contacts and program participants;
• Collecting and recording participant demographic and feedback data;
• Compiling evaluation summaries as instructed;
• Compiling regular financial and activity reports to fulfill reporting requirements.

Liaises with Finance by:

• Providing clear communication regarding Program activities and deadlines that require Finance support;
• Coordinating efficient processing of purchases, travel arrangements, rental and living expense expenses, and invoice payments;
• Understanding current finance best practices and procedures to ensure accurate participant expense reimbursements;
• Communicating details with respect to contracts, insurance-related matters and financial reporting;
• Reviewing and monitoring cost centers and general ledgers for accuracy.

Consciously desires to improve Ocean Wise and its processes by:

• Actively demonstrating the organization\xe2\x80\x99s values and mission;
• Abiding by and supporting all organizational policies, procedures, and safety standards;
• Continually improving our impact on the environment and greening of operations through support of EMS protocols;
• Performing additional duties of a similar nature as required.

QUALIFICATIONS Education and Experience

• Post secondary diploma or certificate in a related field or demonstrated experience in an administrative role or appropriate combination of education and experience;
• Experience and/or education related to education or program delivery would be considered an asset;
• Experience in designing and creating forms and templates, such as applications, newsletters, weekly updates, etc.
• Having a Class 5 Drivers License is required;
• Demonstrated ability to work in an office environment;
• Experience working with volunteers and the public is an asset.

Technical Competencies

• Excellent customer service skills and strong commitment to the Youth Programs experience;
• Strong organizational and interpersonal skills;
• Extremely detail oriented, with multitasking, procedural, and logistical skills;
• Strong competency in MS Office 365, especially MS Excel, MS Outlook and MS SharePoint; and other numerical data management;
• Ability to work independently;
• Strong competency with budgeting, financial calculations, and accounts liaising;
• Strong oral and written communication skills;
• Ability to work with deadlines, expediency, and consistency.

Effort

• Job involves meeting deadlines, tracking projects, and juggling multiple tasks;
• Accuracy, organization, and attention to detail are required in all aspects of the work;
• Tact and diplomacy must be exercised in all contacts;
• This position has access to information of a confidential nature; such information must be guarded and kept confidential.

WORKING CONDITIONS

• The position is primarily remote (work-from-home), laptop included;
• Generally, an 8 AM \xe2\x80\x93 4 PM or 8:30 AM \xe2\x80\x93 4:30 PM Monday to Friday schedule, with some flexibility;
• The position occasionally requires organizing shipments and materials for participants at the storage unit in Vancouver, BC near Rupert Station;
• Works frequently under pressure, with deadlines and shifting priorities that are often not under the incumbent\xe2\x80\x99s control;
• Working virtually in a dynamic and close-knit team environment.

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!