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Records Coordinator

Job Title:                                             Records Coordinator (Summer Student Position)

Reports To:                                         Office Manager

Hours of Employment:                  24 hours per week

Compensation:                                 $16.00 per hour

Contract Length:                              June 28, 2021 – August 3, 2021 (possibility of flexible start/end)

Key Responsibilities:                     Digital archiving and storage of records

The Victoria Brain Injury Society is dedicated to providing support, education and advocacy to people with brain injuries and their families. We pride ourselves on having a relaxed, positive office environment where people feel free to be themselves.

This role will be responsible for appraising, editing and direct safekeeping of permanent records and historically valuable documents. The Records Coordinator will lead the digital collection through the implementation of a Digital Asset Management System while maintaining the highest standards of cataloguing, playing a key role in overseeing the switch from paper to electronic recordkeeping. The Records Coordinator will carry out a number of functions related to archiving.

DUTIES AND RESPONSIBILITIES                                                  

Archiving

  • Ensure data is protected and adhering to data protection legislation, including the destruction of finished data/records in an appropriate manner
  • Create and maintain accessible, retrievable computer archives and databases, incorporating current advances in electronic information storage technology
  • Preserve records, documents and objects, copying record to computer formats as necessary
  • Organize, scan, index, and classify active and inactive paper or electronic documents and data for the operational and administrative files
  • Increase staff understanding and interaction with records and archives through in-house training and working with various departments to ensure that ongoing data gathering and documentation, in line with VBIS policy, is undertaken
  • Take a lead in engaging with best practice in relation to archive developments
  • Organize archival records and developing a classification systems to facilitate access to archival materials
  • Prepare archival records, such as document descriptions, to allow easy access to information

General Responsibilities

  • Demonstrate effective communication skills by conveying necessary information accurately, listening effectively and asking questions when clarification is needed
  • Adhere to the Policies and Mandate of VBIS
  • Use discretion and independent judgment in handling client or staff personnel information
  • Maintain a positive image of the Society by responding professionally to inquiries, effectively communicating information on programs and key messages to clients, the public and other organizations
  • Maintain a professional demeanor at all times
  • Communicate regularly with other staff members through weekly meetings, drop-ins, email, voicemail and other documentation as required
  • Use the database to properly and promptly document information, including case management data, program statistics, incident reports, etc.
  • Assist in the development of detailed listings of community resources; maintain personal reference binder of relevant community resources, referrals, networks, events, etc.
  • Prepare and submit all reports, time sheets and assignments in a timely fashion, or as assigned
  • Participate fully in team meetings, debriefing sessions, staff development and other society activities
  • Assist with other functions as assigned by the Office Manager

Interested candidates should e-mail their resume and cover letter, with “Records Coordinator Position” in the subject line to:

Suzanne Daly, Office Manager
Victoria Brain Injury Society
suzanne@vbis.ca

Application Deadline: Monday, May 24th, 2021

The Victoria Brain Injury Society is committed to employment equity and encourages people living with a brain injury, visible minorities and persons with culturally diverse backgrounds to apply and self-identify. We encourage applications from candidates who reflect the diversity of our community.

Community Outreach Coordinator

Job Title                                               Community Outreach Coordinator (Summer Student Position)

Reports to                                           Executive Director

Hours of Employment                   24 hours / week

Compensation                                  $18 per hour

Contract Length:                              June 14, 2021 – August 27, 2021 (possibility of flexible start/end)

DUTIES AND RESPONSIBILITIES

How you’ll contribute:
As the field-based Community Outreach Coordinator (COC), you will work to create awareness of the services offered by the Victoria Brain Injury Society (VBIS) by building relationships with organizations and individuals with the goal of generating client referrals for VBIS services. You will manage and grow our community partnerships in the Greater Victoria area.

Primary Responsibilities:

  • Develop strategic outreach plans for the Victoria community
  • Implement outreach activities and develop and implement partnerships
  • Represent VBIS on outside committees, attend conferences and seminars, and provide education to individuals and organizations on VBIS services
  • Gather, interpret, and evaluate data to ensure growth objectives are being met
  • Maintain a pipeline of potential partnerships with organizations such as jails, hospitals, inpatient treatment, primary care providers, law enforcement, and behavioral healthcare providers
  • Provide support to community organizations involved in Brain Injury support and/or prevention
  • Maintain an understanding of local and provincial government leadership and activities
  • Assist with other functions as assigned by the Executive Director

Competencies:

  • Highly detail-oriented, organized, and extremely responsive
  • Ability to manage multiple projects, tasks, and deadlines at once
  • Exceptional written communication skills
  • Confident, articulate verbal communicator
  • Ability to engage multiple different audiences over the phone, in writing, and in person
  • Highly customer-service oriented
  • Exceptional technical aptitude
  • Experienced and comfortable working with a distributed team
  • Independent, results-driven, self-starter
  • Fun, outgoing, high-energy personality
  • Able to produce quality work, on-time, in a fast-paced, high-growth environment
  • Ability to travel

Desired Requirements:

  • Experience in coordinating and organizing community outreach activities, preferably related to brain injury
  • Understanding of brain injury and familiarity with brain injury survivors
  • Experience in coordinating and organizing training, partnership building, networking with agencies and organizations, and community outreach
  • Experience in strategic communications planning, health promotion, social marketing, and/or behavior change communication
  • Experience in community engagement, information dissemination, and development of informational materials, presentations
  • Experience in data gathering, interpretation, and evaluation
  • Strong interpersonal and group presentation communications skills and writing skills
  • Computer skills with MS Office
  • Project management experience
  • Enrolled in Bachelor’s degree in a relevant field
  • Driver’s license and personal vehicle (mileage will be reimbursed)

Interested candidates should e-mail their resume and cover letter, with “Community Outreach Coordinator” in the subject line to:

Pam Prewett, Executive Director
Victoria Brain Injury Society
pamp@vbis.ca

Application Deadline: Monday, May 10, 2021

Victoria Brain Injury Society is dedicated to providing support, education and advocacy to people with brain injuries and their families. We pride ourselves on having a relaxed, positive office environment where people feel free to be themselves. We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their racial identity, disability, religion/belief, sexual orientation, gender identity. We encourage people with lived experience of brain injury to apply for positions. Should you require accommodations in order to attend the interview or work in our office environment please let us know.

Special Projects Coordinator

Job Title                                               Special Projects Coordinator (Summer Student Position)

Reports to                                           Executive Director

Hours of Employment                   24 hours / week

Compensation                                  $18 per hour

Contract Length:                              June 14, 2021 – August 27, 2021 (possibility of flexible start/end)

DUTIES AND RESPONSIBILITIES

  • Develops and implements a strategic, unique and fiscally responsible event designed to inspire VBIS donors and prospects to donate
  • Assists with planning, implementation, and production of a signature fundraising event including vendor relationships, budgets, and event logistics
  • Works to develop materials related to event including external communications, printed event materials (including but not limited to signage, programs, nametags, etc.) and event scripts
  • Maintains spreadsheets of event timelines
  • Ensures pre, during and post event tracking, performance and analytics in order to facilitate improvements, growth, collaboration, and enhancements to both revenue and donor/participant lifecycle and experience
  • Assists in performing regular administrative duties in a timely and efficient manner; including but not limited to recording and tracking donor contracts and payments, reviewing and submitting event related invoices for payment, writing acknowledgement and thank you letters, researching both monetary and in-kind funding sources, writing solicitation letters, executing mass mailings.
  • Event Sponsor Project Development: Works to identify, cultivate, solicit, and steward appropriate sponsors on maximizing revenue through a signature event for VBIS. Update donor records in contact management system following all donor interactions.

In addition, our ideal candidate has:

  • Ability to develop event concepts and integrate strategies into operational and fund development plans
  • Strong ability to influence, negotiate, inspire and motivate at all levels of the organization as well as externally
  • Relationship builder with a passion for making authentic connections
  • Proven skills in creating overall strategy and delivering high profile events that are large and complex, and that require collaboration with multiple stakeholders
  • Experience in growing existing events leading to increased revenue and participation, as well as creating new and innovative events
  • Exceptional interpersonal skills, including strong verbal and written communication skills and the capacity to communicate at all levels with confidence and influence
  • Strong leadership skills with the ability to motive and mentor a large team
  • Experience managing and negotiating with vendors and consultants, agencies, writers, and other suppliers
  • Excellent ability to solve complex problems, adapt event plans, and manage many competing demands simultaneously
  • Strong organizational and time management skills to determine work priorities and manage multiple projects in a fast paced environment
  • Risk and liability management expertise
  • Flexibility with work schedule to allow for some meetings and events that may be held outside of normal working hours (early mornings, evenings and weekends)
  • 2+ years of event planning experience

Interested candidates should e-mail their resume and cover letter, with “Special Projects Coordinator” in the subject line to:

Pam Prewett, Executive Director
Victoria Brain Injury Society
pamp@vbis.ca

Application Deadline: Monday, May 10, 2021

Victoria Brain Injury Society is dedicated to providing support, education and advocacy to people with brain injuries and their families. We pride ourselves on having a relaxed, positive office environment where people feel free to be themselves. We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their racial identity, disability, religion/belief, sexual orientation, gender identity. We encourage people with lived experience of brain injury to apply for positions. Should you require accommodations in order to attend the interview or work in our office environment please let us know.

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Get In Touch

Location: 1234 St., Victoria, BC, Canada

Telephone: (250) 598-9339

Email: info@vbis.ca

Hours: M-F: 9am – 3pm

Non-Discrimination Policy

VBIS does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, subcontractors, vendors, and clients.

VBIS is an equal opportunity employer. We will not discriminate and will take affirmative action measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, color, gender, national origin, age, religion, creed, disability, veteran’s status, sexual orientation, gender identity or gender expression.