Project Assistant - Foundry Central Office

REQ: 
PHC21-130120
Work Area: 
1045 Howe
Base Site: 
1045 Howe
City: 
Vancouver
Status: 
Regular Full Time
FTE: 
1.00
Job Category: 
Administrative/Clerical
Support Services
Category: 
Community
Corporate
Mental Health
Hours: 
0830-1630

Foundry is looking for a collaborative and innovative Project Assistant to join our Operations Team! The Project Assistant role will include supporting both our Executive Director and Director of Service Innovation with various tasks including coordinating incoming and outgoing correspondence, organizing events and activities, maintaining calendars for executive leadership and providing administrative support. The Project Assistant will liaise with other teams within Foundry as well as external stakeholders and partners. If you are keen to learn and grow – both personally and professionally - and thrive in an innovative and fast-paced environment, we’d love to hear from you! To learn more about Foundry and the care and services we provide: https://foundrybc.ca/

Summary

Reporting to the Director, Philanthropy & Central Operations, the Project Assistant, Foundry supports the development and implementation of Foundry projects and services by organizing activities/initiatives/correspondence, prioritizing projects and workload, monitoring and tracking project progress, and providing administrative and research support. Designs and implements Knowledge Exchange (KE) products and materials, and conducts background research by investigating sources for materials and content. Provides implementation and training support in collaboration with team members for the Knowledge Exchange platform and data platform by supporting the technological builds, creating resources and materials, and developing and delivering training plans. Supports budget development and monitors expenditures of operational, capital, donor and research funding. Performs general administrative duties such as scheduling and attending meetings to record minutes. Provides work direction to volunteers and designated staff as required.

Skills

Ability to plan, multi-task, organize, problem-solve and prioritize work.
Ability to communicate effectively both verbally and in writing.
Excellent interpersonal skills and ability to work with individuals at all levels of the organization.
Ability to work independently using initiative and judgment.
Intermediate to advanced skills using a variety of computerized software, databases and systems such as Microsoft Office 2000 (Word, Excel, PowerPoint, Visio) and Internet Explorer.
Demonstrated ability to provide work direction to others.
Ability to type proficiently.
Physical ability to carry out the duties of the position.

Education

Diploma in a relevant discipline (Health or Social Sciences, Business Administration or Management), supplemented with courses in applied project management, plus three (3) years’ recent related experience or an equivalent combination of education, training and experience.

Duties

Assists in the development and implementation of Foundry projects and services by organizing activities such as project meetings, agendas, minutes, following up on meeting action items, adding documents to Knowledge Exchange platform and prioritizing projects and workload. Monitors and tracks project/initiative progress according to project charter including creating status reports, tracking and documenting project status, risk and issue management and related issues.
Develops and maintains smart sheet and excel spreadsheets to track projects and outcomes, timelines, and decisions. Supports the creation and maintenance of project charters. Creates and maintains spreadsheets using software to record, retrieve, analyze and display data.
Utilizes business diagram software to prepare flow charts, project plans, organizational charts and other material. Collates, analyses and presents data/findings related to Foundry projects and services to the Foundry Central Office (FCO) team, Directors and Executive Directors utilizing word processing, spreadsheet, graphics and presentation software.
Collaborates with the Director and/or team members to design and develop Knowledge Exchange products and materials (e.g. presentations, manuals, web content, and binders) and conducts necessary background research and investigation of sources for Knowledge Exchange materials and content. Conducts surveys for the Knowledge Exchange platform as necessary.
Participates in establishing and preparing standards, policies, procedures and instructions that contribute to the effectiveness of projects, practices and services. Searches, reviews and drafts policies and standards. Provides support by conveying policies and priorities.
Arranges meetings and appointments, books meeting rooms, notifies participants, confirms attendance, arranges catering, ensures that needed materials, handouts, videos and other supplies for meetings/training/webinars are complete and available and takes follow-up action as designated. Collaborates with Director and/or team members to coordinate conferences or related events.
Provides implementation and training support on the Knowledge Exchange and data platforms by collaborating with team members in building the platform, creating technical resources, maintaining and updating content, developing the training plan, creating training materials, manuals, and delivering training.
Delivers a combination of live education and training to Foundry Centre’s staff across the province through coaching in person or over the phone as required using established training materials and manuals. Develops and records training for online user accessibility.
Assists the Director in budget development ensuring information is current and accurately compiled, monitors expenditures, ensures invoices are authorized to predetermined amounts and analyzes and reports variances. Coordinates invoice processing, tracks and reconciles operational and capital revenue and expenses and funding from donors and research projects, tracks sources of funding against expenses, maintains records and pulls financial reports.
Assists the Director with the development of funding proposals by conducting background research and coordinating related documents/materials such as letters of support or preparing budgets.
Assists and/or coordinates other projects, special events and activities as required.
Acts as a resource and provides work direction to volunteers and designated staff as required. Assists the Director with recruitment process by reviewing resumes, prescreening candidates and scheduling interviews for Director.
Performs other related duties as assigned.