Southern Gulf Islands Service Delivery Coordinator - SGI Administration

Summary

Reporting to the Senior Manager, SGI Administration, this position assists with coordinating and supporting the delivery of Southern Gulf Islands Electoral Area (SGIEA) services, projects, and initiatives, with a primary focus on Parks and Recreation Commission capital projects and community-led infrastructure initiatives.

The position serves as a liaison between volunteer commissions, contractors, consultants, community stakeholders, and CRD departments to facilitate the successful planning, implementation, monitoring, and completion of projects. The position supports commissions in advancing priorities while ensuring alignment with CRD policies, procedures, financial requirements, procurement standards, and project management practices.

Working within the unique Southern Gulf Islands volunteer governance model, the position develops collaborative relationships with commission members and provides practical guidance to ensure projects are delivered effectively, efficiently, and in compliance with organizational requirements.

Key Duties & Responsibilities

Commission Support and Liaison

• Serves as a staff contact for designated SGI Parks and Recreation Commissions.
• Attends commission meetings and develops a thorough understanding of commission priorities, projects, operating practices, and community context.
• Provides advice and guidance regarding CRD administrative processes, project delivery requirements, and policy compliance.
• Follows up on commission actions, decisions, project commitments, and deliverables.
• Facilitates communication between commissions and CRD departments.
• Assists commissions in developing work plans, project schedules, priorities, and implementation strategies.

Project Planning and Delivery

• Coordinates the implementation of capital projects and community initiatives approved by SGI Parks and Recreation Commissions.
• Assists with project initiation, planning, grants, procurement, implementation, monitoring, and closeout activities.
• Maintains and assists with project schedules, tracking tools, risk registers, and status reports.
• Monitors project deliverables, timelines, budgets, risks, and performance indicators.
• Identifies emerging issues and recommends solutions to support successful project outcomes.
• Coordinates project documentation, approvals, records management, and reporting requirements.

Procurement and Contract Administration

• Assists with procurement activities in accordance with CRD policies and procedures.
• Prepares scopes of work, requests for quotations, requests for proposals, and related procurement documentation.
• Coordinates consultant and contractor selection processes.
• Administers contracts and service agreements within established authorities.
• Monitors consultant and contractor performance and contract deliverables.
• Reviews invoices and supports contract payment processes.

Capital Planning Support

• Assists with the implementation of commission capital plans and annual work programs.
• Supports project budget monitoring and expenditure tracking.
• Assists in preparing project cost estimates, funding strategies, and financial forecasts.
• Compiles information required for annual budget planning and capital project reporting.
• Supports grant-funded projects and associated reporting requirements.

Community and Stakeholder Engagement

• Coordinates communications related to commission projects and initiatives.
• Assists with public engagement activities, community meetings, and information sessions.
• Responds to inquiries from residents, community organizations, volunteers, and stakeholders.
• Maintains professional relationships with community volunteers and project partners.
• Assists with preparation of project updates, presentations, and communication materials.

Reporting and Administration

• Drafts reports, briefing materials, correspondence, presentations, and project summaries.
• Maintains project records and tracking systems.
• Supports the preparation of commission agendas and project-related materials.
• Conducts research and analysis to support decision-making and project delivery.
• Assists with grant applications, funding submissions, feasibility studies, and background research.

General

• Follows all policies, procedures, and standards of the CRD.
• Performs other related duties as required.

Additional Information

This position supports the delivery of Southern Gulf Islands Electoral Area (SGIEA) services.  As such travel to and between the Southern Gulf Islands is required.  The position could be location on one of the Southern Gulf Islands or out of the CRD’s Fisgard location, with travel required, to meet operational needs.  The position requires regular attendance at evening commission meetings and travel between islands.

The position works within a unique volunteer service-delivery model supporting four independent Parks and Recreation Commissions and multiple community-led infrastructure initiatives across the Southern Gulf Islands Electoral Area.

Key Skills & Abilities

• Excellent project coordination and project administration skills.
• Strong knowledge of project management principles and practices.
• Strong understanding of procurement, contract administration, and budget tracking.
• Excellent verbal and written communication skills.
• Excellent interpersonal and relationship-building skills.
• Strong ability to work effectively with volunteers, elected officials, contractors, consultants, and community stakeholders.
• Strong organizational skills with the ability to manage multiple projects simultaneously.
• Ability to identify risks, analyze issues, and develop practical solutions.
• Ability to prepare reports, briefing notes, presentations, and correspondence.
• Ability to work collaboratively across departments and functional areas.
• Strong customer service and stakeholder engagement skills.
• Proficiency in Microsoft Office Suite and SharePoint.
• Ability to work independently with limited supervision.
• Knowledge of local government operations and governance structures

Qualifications

Certifications