Title: Club Program Coordinator

Reports to: Director of Engagement

Department: Student Engagement

Status: Full-time

Work Hours: Monday-Friday

Compensation: $53,500 - $60,900

The salary range represents the minimum and maximum salary for the position. Employees are usually hired between the minimum and mid-point of the salary range.

About Us:

The Student Association at BCIT is a leading non-profit student-led organization committed to enhancing student life through advocacy and providing student-centered, responsive and pro-active services. Considered one of the leading student associations in the province, we live our mission and are student-focused in all that we do. Students lead our organization and govern the affairs of the BCITSA. Our Board of Directors is composed of 12 elected Student Executives and Student Councilors from each of the different Schools at BCIT.

BCITSA is committed to fostering a safe, inclusive, and equitable workplace culture that supports and promotes equity, respect, and accountability among employees and BCIT students. We strive to cultivate a community that recognizes equity and diversity as fundamental to achieving inclusive excellence in all our programs and services. The following values encompass how BCITSA upholds our vision and mission, and guide how we provide our services:

• We recognize the talent and unique perspectives, including seen and unseen qualities, our employees bring to our culture.
• We expect our workplace culture to be one that is inclusive, respectful, fair, and safe for the diverse people within our organization to be their most authentic selves.
• We advocate for flexibility, adaptability, and creative solutions to best meet the needs of our employees.
• We foster a workplace where clear communication, transparency, and accountability are prioritized.

Why Work With Us:

• Robust extended health, dental and life policies with a 50% co-pay in year one and full employer payment after completion of year one
• An Employee and Family Assistance program for you and your dependents
• Matching Pension Plan contributions of 6% after one year of service
• Free access to BCIT Flexible Learning Courses
• Generous vacation and leave options: 3 weeks to start plus paid time off during December closure
• 12 paid statutory holidays a year
• Free coffee and tea, and discounts at BCITSA food and retail locations
• Free access to BCIT fitness facility
• Flexible, fun team environment
• Everyone works towards enhancing student life

The Opportunity

The Club Program Coordinator is an organized and proactive employee who is responsible for acting as a contact point and resource for all BCITSA sanctioned clubs. Working closely with students, the Club Program Coordinator assists with the creation, administration, and overall support of BCITSA student clubs. This role includes planning and executing events and initiatives, fundraising, and promotions. The Club Program Coordinator provides training and ongoing coaching to club executives and acts as the go-between for all clubs and the BCITSA. The Clubs Program Coordinator also supports the Vice President Student Experience and the Clubs committee in duties related to BCITSA Student Clubs.

What You Will Do:

Coordination & Communication

• Provide leadership to clubs with effective communication and clear expectations
• Ensure clubs are acting in accordance with policies and risk management requirements, especially regarding events; collaborate with Controller as needed
• Stay abreast of all club’ activities and events, and attend club events regularly
• Identify opportunities for overlap between BCITSA and club initiatives
• Collaborate with Marketing and Communications Department in promoting clubs and their events, including posting related calendar postings; monitor to ensure accuracy
• Plan, coordinate and run semi-annual club day events in collaboration with all BCITSA clubs
• Liaise with external stakeholders such as Alumni Association to enhance clubs’ activities and events and secure additional funding for the program
• Liaise with appropriate BCIT departments to ensure proper delivery of club events

Training & Administration

• Coordinate the start of new clubs and guide students through the process
• Provide orientation training and ongoing coaching to all club executives
• Provide guidance to clubs seeking advice, including event planning and sponsorship
• Assist clubs with promotions, room bookings, equipment rentals, and catering
• Develop and maintain clubs guide
• Coordinate and manage club storage space
• Act as the go-between for the Accounting Portfolio and all clubs
• Coordinate deposits, reimbursements, and other payments
• Coordinate use of online payment platforms (Square, Paypal, etc)

Policy, Operations, and Board Assistance

• Provide administrative assistance during club representatives meetings
• Collaborate with VP Student Experience in creating initiatives to better serve clubs
• Collaborate with VP Student Experience to implement ideas raised in club representative meetings
• Review and recommend improvements to club bylaws, and sanctioning and funding process
• Understand and follow all policies and procedures
• Develop and maintain related reports and manuals, documentation, operational statistics, safety, and security procedures
• Develop and maintain all portfolio procedures in collaboration with VPSL
• Other operational duties as required

About You:

You are an organized, proactive individual passionate about student engagement and community building. With strong interpersonal skills, you thrive in collaborative environments and are dedicated to fostering a positive, inclusive atmosphere for student clubs. You have a talent for coordinating and executing events, adeptly balancing multiple projects while supporting a diverse array of student-led initiatives. Acting as the central point of contact for clubs, you bring a keen eye for detail, especially in financial and logistical aspects, to support seamless operations. You enjoy empowering student leaders through training, mentorship, and coaching, providing them with the tools to succeed. Your experience with event planning, administrative support, and volunteer coordination makes you well-suited for a dynamic role that bridges collaboration across departments and promotes enriching experiences for the student body.

Education & Experience

• Degree in a related field
• One to two years of relevant work experience

Knowledge & Abilities

• Excellent written and verbal communication skills
• Relationship building and/or customer service skills
• Intermediate proficiency with MS Office
• Ability to multitask and prioritize

Our goal is to be inclusive, diverse, and representative of the communities where we work while creating an environment where every person can enjoy a successful career. This commitment applies to all candidates and employees regardless of race, ethnicity, citizenship, creed, place of origin, religion, sex, gender identity, gender expression, sexual orientation, family status, marital status, disability, age, and any other protected characteristic. Requests for accommodation due to a disability or any other protected characteristic can be made at any stage of the recruitment process and during employment by contacting our People & Culture Team.

BCITSA respectfully acknowledges that the land on which BCIT’s main campuses are located is the traditional and unceded territory of the Coast Salish peoples, specifically the shared traditional territories of the Səl ílwətaʔ/Selilwitulh (Tsleil-Waututh), Sḵwxwú7mesh Úxwumixw (Squamish), and xʷ məθkʷəyə m (Musqueam) First Nations

Job Type: Full-time

Pay: $53,500.00-$60,900.00 per year

Benefits:

• Dental care
• Disability insurance
• Discounted or free food
• Employee assistance program
• Extended health care
• Life insurance
• On-site childcare
• On-site gym
• On-site parking
• Paid time off
• Store discount
• Tuition reimbursement
• Vision care

Work Location: In person