Join our team! We’re hiring an Interim Administrative Director

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Position: Interim Administrative Director

Extended Deadline:  The deadline to apply is Monday, June 7, 2021 at 12 p.m. (noon) PDT.

Projected Start Date: June 14, 2021

LocationPreference will be given to applicants who live in British Columbia and specifically in the Columbia Basin where many of our projects are currently located. Our head office is located in Nelson, BC where the majority of our staff work. Ideally, the successful candidate will be able to periodically visit the office for meetings.

Hours: 21 hours/week, FTE 0.53

Salary: $54,000 – $62,500 FTE, depending on experience and qualifications

This position is an interim position of approximately 14.5 months to address the maternity leave of the current Administrative Director.

About the organizationJoin our growing team who are all incredibly dedicated and passionate about all things water! Living Lakes Canada bridges the gap between science and action to foster citizen-based water stewardship. Our mandate is to help Canadians understand the intimate connections between water quantity, water quality, land-use, climate change, biodiversity, and healthy human communities by building a water stewardship ethic that we can be proud of.

Job Summary: Reporting to the Deputy Director, the Administrative Director is responsible for improving organizational systems and management, overseeing human resource requirements, administrative functions, meeting coordination and facilitation, funding administration and management, budgeting, financial reporting requirements, and developing operational procedures and policies. The Administrative Director should ensure that administrative functions run smoothly and improve our organization’s financial standing through accurate expenditure monitoring and budget forecasting.

The Administrative Director works independently, but collaborates with a strong team of contractors, staff and professionals. Leadership skills, analytical and strategic thinking abilities, finance and budgeting skills, the ability to work efficiently on multiple projects and have strong interpersonal skills are extremely important. Experience and sound judgment to plan and accomplish goals as well as a wide degree of creativity and rigour are expected.

Responsibilities: 

  • Plan, direct, or coordinate the administrative services of an organization, such as organizational filing structure and back-up systems
  • Responsible for oversight of cash: receipt, cash disbursement (inclusive of expense report processing), cash management (inclusive of banking, reconciliation, and forecasting)
  • Responsible for oversight of both Accounts Receivables and Payables
  • Responsible for payroll, timesheet, and benefit package
  • Process invoices, manage contractual agreements, and oversee expense allocations
  • Maintaining accurate financials records, working closely with Bookkeeper and Program Managers
  • Develop and maintain financial, operational, and administrative policies and procedures
  • Run, analyze and present financial reports based on accounting data in support of program management and decision-making purposes
  • Work with our accounting firm to complete the annual audit
  • Act as primary liaison with outside auditors at the request of one or more of our funders
  • Work with Board and Staff to develop budgets in accordance with available funding and goals to be achieved
  • Ensure the organization’s regulatory requirements are met such as BC Society and CRA reporting and filing requirements, and ensuring the organization’s Bylaws and Policies are applied
  • Hire, train, supervise, and evaluate administrative staff and external contractors (currently Administrative Assistant and Bookkeeper). Delegate tasks based on the individual’s strengths, skill sets and experience levels.
  • Assist in the onboarding of new employees across a variety of programs
  • Oversee and administer grants including contribution agreements and reporting requirements
  • Support the Board of Directors including organizing quarterly board meetings and Annual General Meeting.
  • Assist and provide guidance in the preparation of grant applications, and reports (specifically the financial aspects)
  • Maintain and update insurance policies as needed
  • Participate as a member of the team on weekly calls
  • Contribute to team effort by accomplishing additional tasks as needed

Core Competencies: 

  • Excellent time management skills and ability to prioritize work
  • Knowledge and experience working with Google Suite, Microsoft Office Suite, Asana, Highrise, Zoom, DocuSign, and Quickbooks preferred
  • Typing skills
  • Attention to detail and problem solving skills
  • Communicates effectively, both verbally and in writing
  • Adaptable, capable of handling a large amount of information
  • Strong financial management skills or financial background

Qualifications: 

  • An undergraduate degree in a related field
  • 3-5 years experience working in an operations, administration or management role
  • Reliable, self-motivated and independent with a demonstrated ability to collaborate well within a team
  • Demonstrated ability to support multiple projects, set priorities, meet deadlines and support others to do the same
  • Understanding of NGO operations, including fundraising, finances, administration, human resources, strategic planning and team building
  • Strong written communication skills
  • Commitment to Living Lakes Canada’s mission
  • Preference will be given to applicants with a background or experience in the environmental sector

To Apply:

  • Please submit a resume and cover letter with references to info@livinglakescanada.ca no later than June 4, 2021 at 5:00pm PST. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

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