Overview

Sea Smart is looking for a dynamic changemaker to join our team as an Office Manager. Sea Smart has been developing and delivering high impact student, teacher and community programming to thousands of participants across Metro Vancouver. We are looking for someone who has the passion and phenomenal organizational skills to help manage a start-up non-profit. As our Office Manager, you are responsible for the fun and smooth running of our office through a range of administrative, financial, and managerial tasks. The key skills we require are dedication, strong initiative, very high attention to detail, and exceptional organizational skills.

Sea Smart employees wear many different hats, allowing you to develop skills in multiple areas of interest. The Office Manager responsibilities include developing procedures and policies to increase office efficiency, managing office systems, and providing general administrative support to our team. Previous experience as an Office Manager or Office Administrator is advantageous. A successful Office Manager should also have experience with a variety of office software (e.g. CRMs, bookkeeping, payroll) and be able to multitask administrative duties.

This is a full-time position that starts as soon as possible and ends Mar 31, 2020, with the potential to extend to a permanent position pending performance. Please submit your application by Sep 1, 2019. We will review applications as we receive them, so it is best to apply as soon as possible.

This job is for you if you want to…

  • Be part of a team dedicated to inspiring and empowering youth to be environmental champions

  • Work in a dynamic, creative, inclusive environment where your ideas, work, and contributions make a difference

  • Actively make a difference both behind the scenes and with on-the-ground implementation

  • Develop professionally and evolve personally

About Sea Smart
Sea Smart delivers innovative, engaging education programs based on science and current ocean issues to empower youth to be environmental champions in Metro Vancouver.

Sea Smart uses fun, hands-on games and activities to teach youth in Kindergarten to Grade 12 about current issues impacting our oceans and get them brainstorming solutions in our school workshops, after school programs, and summer camps. Created by marine biologist Dr. Elaine Leung, Sea Smart helps youth understand the role they play in making the world a better place while building essential life skills such as creative thinking, personal awareness, and social responsibility.

No oceans, no us. Sea Smart’s innovative curriculum teaches youth about ocean issues with a solutions-based approach that is much needed in this day and age when environmental problems are overwhelming and it is easy to lose hope.

Job Description
We are looking for an Office Manager to aid in Sea Smart’s core goals of science and environmental education. The main focus is to ensure the smooth running of the office and help to improve company procedures and day-to-day operations. The key skills we require are dedication, strong initiative, very high attention to detail, and exceptional organizational skills.

Sea Smart employees wear many different hats, allowing you to develop skills in multiple areas of interest. The Office Manager responsibilities include developing procedures and policies to increase office efficiency, managing office systems, and providing general administrative support to our employees. Previous experience as an Office Manager or Office Administrator is advantageous. A successful Office Manager should also have experience with a variety of office software (e.g. CRMs, bookkeeping, payroll) and be able to multitask administrative duties. Bringing experience and knowledge in communications, program coordination and/or education is ideal, along with key skills to co-create a collaborative and competent team.

Job Description

Under the guidance of the Executive Director, the Office Manager responsibilities include:

  • Communications

    • Provide general support to clients

    • Handle customer inquiries

  • Human resources

    • Recruit, train, and onboard staff

    • Develop onboarding procedures

    • Schedule staff

  • Administration

    • Upkeep of financial transactions (creating/processing/maintaining records of invoices, bills and receipts)

    • Prepare biweekly payroll

    • Ensure filing systems are maintained and current

    • Create and update employee and operations manuals

    • Review and update company policies

    • Point person for maintenance, scheduling, supplies, equipment, bills and errands

    • Organize and schedule meetings, appointments, and bookings for Sea Smart team

    • Monitor and maintain office supplies inventory

  • Perform other duties as requested by the Executive Director including:

    • Building and maintaining relationships with community and corporate partners

    • Developing and implementing corporate programs

    • Support other staff with after school programs and summer camps when needed

    • Maintain social media channels in coordination with the Communications Team

    • Plan and coordinate Sea Smart events, fundraising, and community outreach

    • Research and apply for grants

    • Research, design, and implement marketing materials

Qualifications Required

  • Minimum Bachelor’s degree with strong background in office administration

  • Proven experience as an Office Manager, Office Administrator or Administrative Assistant

  • Knowledge of office administrator responsibilities, systems and procedures

  • Proficiency in MS Office and Google Drive

  • Excellent time management skills and ability to multitask and prioritize work

  • High attention to detail and creative problem-solving skills

  • Excellent written and verbal communication skills

  • Proven leadership skills and exceptional teamwork abilities

  • Strong organizational and planning skills in a fast-paced environment

  • A creative mind with the ability to suggest improvements

  • Clear criminal record check for the vulnerable sector within the last five years or ability to obtain and pass a clear criminal record check

  • Minimum emergency first aid and CPR C level certification within last three years

  • Valid class 5 BC driver’s license (or equivalent) and driving for work purposes as needed

  • Having regular access to a reliable vehicle is highly desired but not required; if applicable, please highlight your vehicle access in your cover letter

Term of Appointment

This position is based in Vancouver and successful applicants must be willing to relocate to Metro Vancouver if they live elsewhere.

Full-time hours are approximately 9:00 am to 5:00 pm, for 37.5 hours per week. There will be some occasions where you will need to work during evenings and weekends. The work hours in such weeks will be adjusted to total 37.5 hours per week.

Remuneration
Dependent on experience. $15 to $19 per hour + 4% vacation pay.

Federal Wage Subsidy Program Requirement

This position is part of a Federal Government Wage Subsidy program and applicants must fulfill the following requirements:

  • Between the ages of 18 and 30 (inclusive) at the time of intake/selection

  • Canadian citizen, permanent resident, or person who have been granted refugee status in Canada

  • Legally entitled to work according to the relevant provincial legislation and regulations

  • Able to commit to a minimum 6 month contract

Ready to apply for the position?

  1. Complete the employment survey at https://forms.gle/TaNKd1b8bcUGzcvH7

  2. Email a cover letter and CV to:

Elaine Leung  [email protected]

We thank all of those who apply, but only short-listed candidates will be contacted.