Website Ocean Wise

Opportunity Type:

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

Ocean Wise is the world-class ocean change maker for concerned collaborators, big and small, who want practical solutions with real impact so that they feel empowered and take action to protect oceans, humanity, and the world we live in.

Reporting to the Manager, YouthToSea, this role works closely with program staff, the Manager, Administration and YouthToSea participants. This position provides intermediate level administrative support for the program and participants; and supports logistics, scheduling, reporting requirements, and data management.

This is a full-time contract position based in Vancouver, BC with an end date of October 29, 2022. Strong possibility for extension dependent on funding. Candidates who are considered for employment will be subject to the successful completion of a criminal background check.


General Program Administration:
Arranging logistics for events including organizing travel, food services, accommodations, local transport, equipment, and venue rentals.
Troubleshooting problems and coordinating risk management response for situations that arise during program activities and learning journeys;
Managing the general YouthToSea program email inbox and responding to youth inquiries regarding various program details and application processes;
Creating and delivering participant acceptance and recognition packages and communications;
Collating and disseminating information to the YouthToSea team members and participants;
Ordering supplies, arranging shipping and managing mail;
Liaising between youths and Ocean Wise departments including finance and IT services.

Records Management:
Implementing and maintaining records management systems for the program including data on participants, service hours, youth projects, partner information and contact information;
Maintaining security and confidentiality of records;
Coordinating evaluation initiatives including collection of data from participants and community partners;
Preparing evaluation summary reports as instructed;
Contributing information to regular financial and activity reports.

Collaboration with Finance:
Providing clear communication regarding YouthToSea activities that require Finance and Purchasing support;
Coordinating efficient processing of invoices, purchases, travel arrangements, and expense reports;
Reviewing and monitoring cost centers and general ledgers for accuracy.

Consciously desires to improve Ocean Wise and its processes by:
Participating as an active member of the Youth Initiative and Conservation Department including attending meetings, contributing to projects, and supporting programs when possible;
Promptly follows emergency protocols;
Maintains and supports organizational safety standards;
Continually improves Ocean Wise’s impact on the environment and greening of operations through support of EMS protocols;
Actively demonstrates Ocean Wise’s values and code of conduct;
Abides by all organizational policies and procedures;
Performs additional duties as required.


Education and Experience:
Demonstrated experience in an administrative role; or post-secondary diploma or certificate in a related field; or appropriate combination of education and experience;
Experience working with volunteers, youths and/or the public is an asset;
Demonstrated experience managing data using Excel and other data management software;
Valid Class 5 Driver’s License is considered an asset.

Technical Competencies
Excellent customer service skills and strong commitment to the Youth Programs experience;
Strong organizational and interpersonal skills;
Strong oral and written communication skills including the ability to communicate complex information in a simple and clear manner;
Detail oriented; multitasking, procedural, and logistical skills;
Strong competency in MS Word, MS Excel, MS Outlook; and other numerical data management
Ability to work independently;
Strong competency with budgeting, financial calculations, and accounts liaising.

Working Conditions The position is primarily non-physical; some lifting/carrying of loads up to 25 kgs at a time;
Works frequently under pressure, with deadlines and shifting priorities that are often not under the incumbent’s control;
Occasional outdoor work opportunities to support program delivery;
Job requires the ability to safely carry loads up to 25 kgs at a time.

Tagged as: administration, conservation, marine biology

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