Program Coordinator

Are you a highly organized professional looking for fulfilling work in the non-profit sector with supportive colleagues and a flexible work culture? Are you a community-inspired individual with a strong focus on providing excellent service to partners?

MakeWay’s Pacific team is looking for a motivated, detail-oriented Coordinator with excellent communication and team skills to support the delivery of program administration and functions. This role will combine operational and data entry tasks with process improvement and analysis tasks requiring big picture thinking. This role will play a bridging role between fundraising, communications, grant making, financial, and IS departments. MakeWay’s Pacific team works with place-based communities across the Coast in achieving their visions for healthy environments, communities and economies.

MakeWay is a national charity and public foundation with a goal to enable nature and communities to thrive together. We do this by building partnerships, providing solutions, grants, and services for the charitable sector across the country. The Pacific team works to enable community-led change across the Coast through various philanthropic tools and resources. The Program Coordinator role plays a vital part in this. If our values align with yours and you want to learn, grow, and develop within a supportive team that shares knowledge and cares, then we want to hear from you!

What You’ll Do:

Primary Responsibilities: Support MakeWay in the Pacific Region

Support community partners in submitting the documents needed to apply for and maintain funding.
Listen to the needs of grantees and partners to ensure the successful deployment of resources to communities.
Support Program Leads in their accountabilities to funders, including implementing grants (where applicable), tracking and storing documents, tracking and managing work plans, and external reporting.
Offer guidance and information on internal systems to grantees to better serve our community partners and advance philanthropic opportunities.
Recommend improvements for program processes, tools, and systems, to ensure they meet the needs of both partners and the Pacific team. Support gatherings/events for grantees, funders, and regional partners – including venue research, setup, and logistics.
Coordinate and resolve program invoices and associated expenses to ensure timely payment.
Collaborate with contract staff, finance and development officers, senior managers on program coordination and workflow.
Prepare agendas and take notes for team meetings.
Schedule internal and external meetings and phone calls (where necessary).

Secondary Responsibilities: Support Strategic Programs Team

Support program team with strengthening programmatic strategies on priority issues.
Support storytelling alongside the program team and partners.
Engage with regional and issue-based context of the Pacific to ensure program systems and processes are aligned with program goals.
Support Program Leads in convening funder collaboratives.
Assist in the evaluation of programs where necessary.
Establish processes and guidelines that enable strong team and cross-unit collaboration.

Who You Are:

Collaborative – You can work with others towards a common goal with clear communication, empathy, and accountability.
Relationship-oriented - You value working with others to establish respectful, reciprocal relationships. Your strong interpersonal skills help advance the work and foster collaboration with internal and external partners.
Systems-savvy – You enjoy working with and refining internal systems and technologies to achieve overall program outcomes and to improve team workflow.
Equity-oriented – You value equity, diversity, and inclusion and centre these values in the work that you do. You look for opportunities to embed your personal and community values into internal systems, processes and ways of working; approaching work with compassion and curiosityAdaptable – You can manage and prioritize incoming requests, juggle conflicting priorities, and deliver various tasks while maintaining nimble and efficient.
A dependable team member – your team can count on you to be organized and on top of the details. Even when things get difficult, you preserve, and follow-up until the work is done.
Organized - You are organized, with an ability to anticipate, plan, and deliver exceptional support in a timely and cohesive manner.

Experience You Bring:

Alignment with the goals and values of MakeWay
Two years of related work experience in one or more of the following areas: grant coordination, data entry, and document management
Ability to engage with and learn internal systems/technologies
Familiar with Microsoft Office Suite, including strong Outlook and Excel proficiency
Experience working with large databases and datasets

It Would be a Bonus if You Have:

Experience in the charitable/non-profit sector
Experience working with Indigenous communities
Project management experience would be valued