Coordinator, Development & Operations (Grants & Community Initiatives)

Coordinator, Development & Operations

(Grants & Community Initiatives)

Full-Time Permanent

Onsite or Hybrid Work Option: Candidates must reside in Metro Vancouver

Expected Start Date: Typically 2-3 weeks after offer has been accepted.

Accountability: Reporting to Director, Development & Operations.

Salary: $67,100 annually, plus pension and a generous, comprehensive benefits package that includes dedicated funds for professional development.

Hours of Work: 35-hour work week, Monday – Friday. For most of us, most weeks we work a 32-hour week Monday to Thursday.

Deadline to Apply: June 29, 2026 by 8:00am PT.

Vancouver Foundation acknowledges that we carry out our work on the lands of Indigenous nations throughout colonial British Columbia. Our office is located on the unceded, ancestral, and traditional territory of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish) and Sel̓íl̓witulh (Tsleil-Waututh) peoples.

Accessibility

Vancouver Foundation supports hybrid work arrangements, with flexibility to work from home and some in-office presence as required. Our office is located on the fifth floor of a building with elevator access, and includes a single-stall, universal washroom.

We are committed to the principles and practices of an inclusive and equitable employment process. Our goal is to be representative of the communities we work with, and we encourage applicants from communities which are structurally marginalized based on refugee claimant status, race, colour, religion, nationality, social or ethnic origin, sex, age, disability, immigration status, sexual orientation, gender identity and/or expression. We consider qualified candidates regardless of criminal convictions and those who have employment gaps or employment in historically stigmatized industries. We welcome applicants from all communities.

About Us

Vancouver Foundation is a community foundation that serves Vancouver and all of BC. We bring together the generosity of donors with the ideas and energy of people and communities across the province. Every year we fund a diverse mix of grants, both large and small, that help to build healthy, vibrant, equitable, and inclusive communities. Considered a leader in responsive grantmaking and systems change, Vancouver Foundation is the most significant funder of charities in BC outside of government.

As a community foundation, we’re committed to ensuring everyone has a place in our mission. We are on a journey to actively align all aspects of our work — both internally and externally — to our commitment to equity, inclusion, and a more just society.

For a view into our world, please visit: www.vancouverfoundation.ca

About the Position

The Coordinator, Development & Operations plays a key role in enabling the effective day-to-day functioning of the Grants & Community Initiatives (GCI) department. This position provides coordination and administrative support across systems, workflows, and processes related to grantmaking and departmental operations, ensuring work is organized, accurate, and aligned with team priorities.

Reporting to the Director, Development & Operations, the Coordinator supports a broad range of operational activities, including onboarding and training coordination, documentation management, financial processes, and project tracking. The role contributes to maintaining project management tools, supporting grant systems and data quality, and serving as a first point of contact for operational inquiries—triaging and routing requests as needed.

Working closely with team members and internal partners, the Coordinator helps sustain efficient workflows, accurate data, and responsive support systems that enable effective, community-informed grant delivery. The role also contributes to continuous improvement by identifying opportunities to strengthen processes, systems, and ways of working.

About You

You are an organized and proactive individual who enjoys supporting systems, processes, and team operations. You bring strong attention to detail and can effectively manage multiple priorities while ensuring work is completed accurately and on time. You are a quick learner with a natural curiosity and a thoughtful approach to problem-solving and continuous improvement.

You communicate clearly, build positive working relationships, and collaborate effectively across teams and with external partners. Comfortable in a dynamic environment, you are motivated by creating efficient processes, supporting strong coordination, and contributing to meaningful community impact. You take initiative, exercise sound judgment, and enjoy helping others navigate systems and processes that enable collective success.

You’re ready to join us as we explore and shape how Vancouver Foundation might do even more to align justice, equity, diversity, and inclusion with our culture and our mission.

Key Responsibilities

Operational Coordination

• Coordinate day-to-day operational activities that enable smooth departmental workflows.
• Serve as a primary contact for operational inquiries related to DOPs, routing complex issues as needed.
• Support cross-team communication to ensure timely and aligned operational decision-making.
• Track key dates, dependencies, and deliverables relevant to DOPs processes.
• Assist with identifying and surfacing operational challenges or process gaps that may require attention from DOPs.

Documentation & Workflow Management

• Maintain operational documentation, including workflow guides, reference materials, and departmental procedures.
• Review and update documentation to ensure it reflects current practices and remains accessible to staff.
• Support coordination and organization of departmental operational activities and process reviews.
• Help maintain clarity and consistency across workflows used by different teams within GCI.

Financial Administration

• Support weekly grant payment cycles by preparing payment information and coordinating required documentation with Finance.
• Track grant-related financial information to support operational forecasting and decision-making.
• Maintain organized administrative and financial records to support reconciliation and compliance processes.
• Assist with tracking and documentation required to ensure grant payments are processed accurately and on schedule.

Systems & Data Quality

• Support grant system updates by monitoring tickets, coordinating feedback, and assisting with testing.
• Conduct routine data checks to identify incomplete, inconsistent, or outdated records and escalate issues as appropriate.
• Document recurring system issues or workflow challenges to support continuous improvement of operational systems.
• Support staff in navigating operational tools and processes used within GCI.

Department Coordination

• Support the operational the department by helping track and surface organizational requests and demands that affect GCI’s work.
• Coordinate logistics and preparation for recurring departmental meetings, including weekly GCI meetings and other internal touchpoints.
• Help maintain shared awareness across teams by ensuring key operational updates, decisions, and milestones are documented and communicated.
• Support activities that celebrate and recognize milestones across the department, including professional achievements and personal moments.
• Assist with maintaining visibility into major departmental timelines, commitments, and operational priorities.
• Support Grants & Community Initiatives Leadership team, particularly supporting meetings, managing and following up on minutes, action item tracking, etc.

Other Duties as Assigned.

Requirements

Education/Experience:

• Minimum one year of experience in project coordination and/or office administration, including experience gained outside formal education or paid work environment.
• Experience in reviewing and evaluating documentation, procedures and processes, and suggesting areas for improvement.
• Experience in complex environments that demand priority-setting and balancing competing interests and needs.
• Experience using project management, CRM and/or grants management software is an asset.
• Experience in financial monitoring, invoicing, and budgeting is an asset.
• Experience addressing a wide range of inquiries from internal and external partners is an asset.

Job-Specific Skills/Attributes:

• Strong technical skills with Project Management software, ideally Asana.
• Strong project coordination skills with direct experience working across departments/teams.
• Ability to see the bigger picture, understand how specific projects and tasks fit into the larger strategic work of the department.
• Excellent attention to detail with the ability to solve problems and work independently
• Comfort with a highly adaptive environment that balances process with being results oriented.
• A strong team orientation and ability to collaborate with a diverse range of people.
• A quick learner with a natural curiosity and desire to ask questions.
• Strong interpersonal and communication skills with diverse internal and external partners.
• Proficient user of Microsoft Office Suite including Teams, Word, Excel, PowerPoint, and Outlook.

Core Competencies

• Fostering Psychological Safety: Creates space for people to speak openly, take risks, and engage fully. Builds trust through empathy, inclusive language, and active listening. Models humility and openness by inviting feedback, owning mistakes, and practicing self-regulation.
• Ethical Use of Power: Understands formal and informal power dynamics, bias, and transparency. Uses influence ethically and respectfully and constructively challenges misuse of power. Builds fairness and equity into decision-making and peer interactions.
• Advancing Reconciliation, Justice, Equity, Diversity, and Inclusion with Cultural Humility: Understands systemic barriers, colonial legacies, and equity principles. Demonstrates humility, respect, and a commitment to truth-telling, healing, and justice. Engages in learning, honours lived experiences and cultural protocols, and fosters inclusive, culturally safe environments.
• Empowering Others Through Agency: Trusts others’ capabilities and fosters autonomy. Encourages initiative, growth, and meaningful contributions to shared goals. Leads with confidence, ethics, and respect for others’ decision-making.
• Change Agility: Recognizes that change is constant and can be addressed through multiple approaches. Demonstrates openness, flexibility, and resilience in uncertain environments. Adapts workflows, learns new tools, and supports peers through transitions.
• Communication and Influence: Communicates with clarity, empathy, and purpose across different audiences and mediums. Builds trust through active listening, responsible information sharing, and collaborative engagement. Uses feedback and relationships to support collaboration and shared commitment to goals.
• Service Focus: Demonstrates care and attentiveness in responding to the needs of both internal and external communities. Approaches service interactions with empathy and a solution‑oriented mindset. Actively supports colleagues and the broader community in alignment with the organization’s responsibilities and commitments.
• Professional Responsibility: Demonstrates accountability, honesty, and consistency in fulfilling role expectations. Communicates proactively about risks or delays, maintains professionalism under pressure, and takes ownership of work and errors. Upholds ethical standards and contributes to a culture of reliability.
• Self-Awareness: Understands how personal values, emotions, and behaviours impact others. Responds thoughtfully to feedback and regulates behaviour in challenging situations. Reflects on personal impact and contributes to healthy team dynamics.
• Use of Technology: Uses relevant tools and platforms effectively and efficiently. Demonstrates curiosity, adaptability, and a commitment to continuous learning. Seeks support or training to maintain proficiency and stay current.
• Planning, Judgement and Problem-Solving: Applies strategic thinking and decision-making frameworks to assess challenges and opportunities. Plans effectively, prioritizes tasks, and proposes practical solutions. Takes ownership, seeks advice when needed, and evaluates options with persistence and care.
• Forward Thinking: Anticipates future challenges and contributes to innovation and improvement initiatives. Demonstrates strategic foresight and considers long-term implications in daily work. Brings forward ideas that support organizational growth and resilience.
• Organizational Awareness: Understands organizational structure, strategy, and power dynamics. Aligns work with broader goals and communicates effectively across departments. Applies a systems mindset to decision-making and collaboration.
• Developing Self & Others: Supports the growth and development of others through coaching, mentoring, and knowledge-sharing. Demonstrates a people-first mindset and actively contributes to team development. Encourages learning and builds capacity within the organization.

We know that there is rarely an ideal or perfect candidate for a job, and we are actively working to eliminate barriers in our employment process. If you have experience similar to what is described above—or if the core activities in this role are exciting to you, but you do not meet the above exactly—we encourage you to apply and elaborate in your cover letter.

How to Apply

If this sounds like you, we welcome your online application including a brief cover letter and a resume by June 29, 2026 by 8:00am PT.

We review all resumes submitted for each posting, and we aim to follow up with candidates within one week of the position closing. Applicants will receive an email confirming that their resume has been received. Due to the high volume of applications, only those selected for an interview will be contacted. New opportunities are posted on our website as they become available. We thank all applicants for their interest in Vancouver Foundation.