Society & Program Administration Coordinator

Job Posting: Society & Program Administration Coordinator Location: Quw’utsun Territory (Cowichan Valley, BC) Position Title: Society & Program Administration Coordinator Reporting Relationship: Reports to the Executive Director or designate Hours: Full-time 37.5 Hours per week Employment Type: Permanent, on-site; benefited after probation per CWAVS policy Work Location: On-site at 246 Evans Street, Duncan, BC Program Operation: Monday - Friday Primary Worksite: Administrative Offices - Evans Street Salary Range: $60,000 - $70,000 (dependent on qualifications and related experience) Cowichan Women Against Violence Society (CWAVS) is seeking an organized, collaborative and resourceful Society & Program Administration Coordinator to provide centralized administrative and coordination support to the Senior Leadership Team and programs across the organization. This position plays an important role in supporting efficient day-to-day operations through administrative coordination, accurate recordkeeping, communication and assistance with established organizational processes. Working closely with organizational leaders, the Coordinator supports a variety of functions, including facilities and vendor administration, procurement, People & Culture, regulatory documentation and program reporting. The successful candidate will be comfortable managing competing priorities, working with confidential information and supporting multiple departments in a busy, purpose-driven environment. This is an opportunity for someone who enjoys bringing organization and consistency to administrative processes while contributing to an organization making a meaningful difference in the community. What CWAVS Offers: Extended health and dental benefits following probation Paid vacation and wellness days per policy Ongoing training, supervision, and opportunities for professional growth A collaborative, values-driven workplace rooted in Safety, Dignity, and Connection What You’ll be Doing: Senior Leadership and Organizational Administration Provides administrative support to the Senior Leadership Team, including meeting scheduling, preparing correspondence and organizing documentation. Maintains organizational records, tracks administrative requests and coordinates information sharing across departments in accordance with retention requirements Coordinates bookings for shared meeting rooms and organizational spaces. Facilities and Vendor Administration Maintains contractor and supplier records, including contact information, service schedules, contract renewals and related documentation; flags upcoming renewals for approval. Coordinates visits by contractors, inspectors, maintenance providers across CWAVS locations. Maintains facilities documentation, including inspection reports, certificates, maintenance records and service documentation. Tracks the issuance, replacement and return of equipment, keys and access credentials, including during employee onboarding and offboarding. Coordinates maintenance services and refers operational concerns to the designated leader. Maintains appropriate levels of general office and consumable supplies for the Evans Street location. Oversees contracted janitorial services at Evans Street, including scheduling, monitoring service quality and addressing routine concerns, escalating contractual, budgetary or significant performance matters. Procurement and Supply Coordination Supports purchasing within approved budgets and procedures, coordinating requests, quotations, orders and delivery with Program Managers and suppliers. Coordinates purchase requests, obtain quotations where required and prepare supporting documentation for approval. Liaises with Program Managers and other designated employees to coordinate ordering, delivery and distribution of approved supplies and equipment. Maintains procurement and vendor records, tracks recurring purchases and supply needs, and refers financial commitments or approvals to …

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