Job Opportunity

Position: Administration and Communications Coordinator (ACC)
Position Title: Administration and Communications Coordinator
Position Type: 37.5 hours per week, full-time permanent
Program Area: Administrative Coordination, Communications
Organization: Habitat Acquisition Trust
Location: Based at our office on unceded Lekwungen Territories (Victoria, BC)

Hours: 1.0 FTE – 37.5 hours per week

Compensation:

• $29 to $35 per hour commensurate with experience, plus:
• Annual increases based on performance as determined by Executive Director
• Annual Cost of Living adjustment as determined by Executive Director
• Comprehensive and competitive benefits package with partner/spouse and family options (Chamber of Commerce coverage)
• 3.5 weeks paid holidays annually to start
• 10 paid sick/personal days annually
• Monthly cell phone stipend
• Access to Modo Carshare
• Paid professional development
• A flexible schedule and casual work environment, and
• Fun colleagues!

Application Deadline: Sunday June 22, 2025 at 11:59pm

About the Organization

Habitat Acquisition Trust (HAT) is a local land trust working with our community to conserve and steward habitats across the region. HAT operates in the unceded territories of the lək̓ʷəŋən, W̱SÁNEĆ, SC’IȺNEW, and T'Sou-ke Nations, and we recognize that our work is intrinsically linked to Indigenous stewardship of these territories, both past and ongoing. Our mission is to conserve natural spaces on southern Vancouver Island and the southern Gulf Islands through legal protection of private land, land back to First Nations, restoration, education, and stewardship programs. HAT focuses on building partnerships to accomplish our mission. We work closely and collaboratively with community organizations, government, individual landowners, and Indigenous communities to achieve effective conservation outcomes.

Please see HAT’s current Strategic Plan here: https://hat.bc.ca/strategicplan

Position Description

The Administration and Communication Coordinator (ACC) facilitates HAT’s administrative processes and external communications. The ACC’s work plan includes managing office functions, assisting the ED in administrative duties, supporting HAT’s financial management systems, communications including HAT’s website, social media, and e-newsletter, receiving and directing public inquiries, working on event planning, and representing HAT at various events through outreach tables. The Administration & Communications Coordinator also assists with stewardship and land management events or fieldwork as needed and as available.

Program Areas of Focus

• HAT’s primary public-facing administrative role at our office, leading our administration, office management, information technology and data systems, and supporting communications internally among staff and externally to the public. 
• This position is focused on communicating with individuals, communities, and organizations founded on a shared goal of conservation across HAT’s focus region. 
• Reporting to the Executive Director and working in close collaboration with the Program Managers and Coordinators, the ACC’s role is to ensure systems of communication, data management, administration, and office function are running smoothly with shared goals in the community that advance HAT’s strategic plan.

Core Responsibilities

45% Administrative and Office Coordination 

• Lead file and data management on Microsoft SharePoint;
• Manage donor and donation data using Keela;
• Take minutes in staff meetings and project meetings as required;
• Process invoices and payables, manage financial data, deposit and mail cheques, record monthly petty cash, organize HAT credit card receipts, and support HAT's bookkeeper as needed;
• Carry out merchandise, policy, and supply management;
• Coordinate IT Connectivity, software, and hardware;
• Clean and organize the office spaces;
• Manage HAT’s subscriptions, memberships, and accounts as needed;
• Promptly communicate barriers or issues to Executive Director;
• Manage office budgets;
• Help to schedule organizational events, working with multiple scheduling demands among staff and partners;
• Assist Executive Director and Program Managers with calendar management as needed;
• Coordinate, supervise, and train office interns and/or volunteers as needed;
• Provide administrative support to onboard new HAT employees.

35% Communications 

• Receive and direct inquiries from the public, including in-person, phone, online and email, directing to appropriate staff or resources;
• Work with the Development and Communications Manager to update and maintain HAT’s digital external communications - website using Squarespace; monthly newsletter; social media;
• Support the production of external communications materials including event posters, outreach materials, resources, printed handouts, public display materials, branded merchandise, and annual reports as needed;
• Ensure that the content and tone of all communications are effective, appropriate, and aligned with our strategies, organizational culture, and positions on key issues;
• Support HAT’s Development and Communications Manager with donor and member engagement, working to engage with and develop a diverse member base;
• Support the development and implementation of fundraising campaigns;
• Work closely and collaboratively with other staff to effectively and efficiently refine communications and administrative functions;
• Coordinate with HAT staff to deliver collaborative communications and identify project synergies or partnership opportunities;
• Support the other staff in growing, engaging and mobilizing the HAT brand and our supporter base in service of our campaign goals;
• Assist with occasional development of grant proposals and reports;
• Represent HAT at workshops, public events, meetings, or conferences.

20% General

• Training, Professional Development, and staff/committee meetings;
• Program support and event coordination as needed.

Qualifications and Requirements

• Legally entitled to work in Canada;
• Possess a valid Class 5 BC driver's licence;
• Relevant post-secondary education (e.g. Business, Administration, Communications, etc.), or an ability to demonstrate first-hand experience working in administration or ENGO contexts;
• Additional relevant certifications considered an asset (e.g. Cultural Sensitivity Training, Technical certificates).

What You’ll Need to Succeed (Skills and Assets)

• Strong interpersonal, written, and verbal skills, and an ability to interact with individuals at all levels inside the organization and in the broader community in an approachable and professional manner;
• Strong self-motivation, organization and administrative skills;
• Well-developed computer proficiency in programs such as:
• CRM platforms like Keela or similar;
• Social media and SM management tools such as Meta Business Suite and Buffer;
• Analytics tools such as Google analytics;
• File management systems like Microsoft SharePoint;
• Experience with Canva, Marq or similar;
• Familiarity with web development and database management such as HTML, CSS, javascript, boolean logic operations an asset;
• Experience with invoicing in systems such as QuickBooks an asset.
• Commitment to ensuring that the content and tone of all communications are effective, appropriate, and aligned with our strategies, organizational culture, and positions on key issues;
• Ability to manage a diverse and demanding workload through prioritization, scheduling, and frequent consultation with the Executive Director;
• A commitment to diversity, equity and inclusion, with knowledge and respect for the process of reconciliation and decolonization of the Indigenous territories across the region; experience working in cross cultural settings, particularly collaborating in Indigenous communities.
• Ability to work collaboratively to plan and execute projects (set and achieve realistic goals, manage multiple concurrent projects, adapt to changing circumstances, and complete deliverables within expected timelines);
• Ability to collaborate with and seek guidance/input from HAT staff, volunteers, external colleagues, government officials, Indigenous community members, academic and scientific experts, and others to effectively meet the mission, vision, and strategic plan of HAT;
• Ability to problem-solve and identify capacity shortfalls in our ability to implement our administrative operations and collaborate with staff to find solutions;
• Experience processing payments, invoicing, and supporting bookkeeping tasks an asset.

General HAT Team Responsibilities

• Adhere to HAT’s Policies and Procedures and ensure daily work align with Strategic Plan, fostering safe space with the HAT team, volunteers, and other community members;
• Conduct all work in a professional manner and in accordance with HAT’s organizational mission, vision, ethics, and strategic plan;
• Conduct field work safely and efficiently, demonstrating responsible, safe work practices and leadership in the field;
• Develop and maintain a robust working knowledge of the focal issues of HAT;
• Represent HAT at workshops, public events, meetings, committees, or conferences;
• Participate in staff meetings and project planning meetings as required;
• Provide programming updates and content to our monthly Fern Newsletter and other email marketing campaigns, website content, annual reports, and others as requested.

Work Environment:

HAT will provide a safe and respectful work environment free from discrimination and harassment, and provide the employee with equipment, materials, and supplies to carry out their duties. HAT’s personnel policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and professional development. HAT makes hiring decisions based solely on qualifications, merit, team fit, and organizational needs at the time.

We offer a respectful and inclusive workplace with a deep commitment to learning and unlearning. We prioritize decolonizing conservation through collaborative work with Indigenous partners and communities. If you require accommodations to submit your application, please contact us at careers@hat.bc.ca .

How To Apply:

Interested candidates are invited to submit a resume and cover letter outlining their qualifications and experience relevant to this position to careers@hat.bc.ca

Please include Administration & Communications Coordinator Application – [Your Name] in the subject line.

Please mention you saw this at GoodWork.ca.

Application Deadline: Sunday, June 22, 2025 at 11:59PM.

Interviews will be held between June 24 – June 26, and the ideal start date for the successful candidate is July 21.

HAT is an equal opportunity employer and values diversity in our organization. We prohibit discrimination and harassment of any kind based on race, sex, religion, sexual orientation, national origin, or disability. If you require additional support for submitting your application, please contact us. We encourage all qualified candidates to apply. We thank all applicants for their interest; however, only those selected for an interview will be contacted.