Program Administrator, Youth - Vancouver, Canada - Ocean Wise

Ocean Wise

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

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 workintegrated servicelearning 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 in 3month, fulltime, field, virtual or onsite placements with government, notforprofit, 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._

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ABOUT OCEAN BRIDGE

The Ocean Bridge program is a 20week (Fall and Spring) parttime program designed for Canadians and permanent residents aged 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 projectbased 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

KEY ACCOUNTABILITIES

Performs a variety of administrative functions for the Ocean Wise Youth Programs including:

Creating and delivering participant acceptance packages;
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, insurancerelated matters and financial reporting;
Reviewing and monitoring cost centers and general ledgers for accuracy.

**Consciously desires to improve Oc