Intergovernmental Affairs Operations Coordinator

Job description

Intergovernmental Affairs Operations Coordinator Intergovernmental Affairs | Yuułuʔiłʔatḥ Government Classification: Band 4 — Coordinator / Technician Reports To: Manager, Intergovernmental Affairs Location: Hybrid — travel and visits to Hitacu as required Employment Type: Full-Time, Permanent Salary Band: Band 4 ($56,182 – $84,272 · $28.81 – $43.22/hr) POSITION PURPOSE The Intergovernmental Affairs Operations Coordinator provides operational, administrative, and coordination support to the Intergovernmental Affairs Department. The position serves as the department's central coordination point, ensuring incoming referrals, engagement requests, policy reviews, correspondence, and departmental priorities are organized, tracked, and directed to the appropriate staff. Working closely with the Director and Manager of Intergovernmental Affairs, the Coordinator supports the planning and delivery of intergovernmental initiatives while maintaining efficient departmental processes, records management, and administrative systems. This role requires exceptional organizational skills, sound judgment, and the ability to manage multiple priorities in a fast-paced environment. ACCOUNTABILITY Department Operations & Coordination Coordinate and monitor the Intergovernmental Affairs shared inboxes. Triage incoming referrals, consultation requests, policy reviews, funding opportunities, and correspondence. Assign or route work to the appropriate team member in consultation with the Director or Manager. Maintain departmental work trackers and monitor deadlines. Develop and maintain filing systems, records management practices, and document libraries. Ensure departmental records are organized, accurate, and easily accessible. Government Engagement Coordination Coordinate meetings with Indigenous governments, federal and provincial governments, local governments, agencies, and external partners. Prepare meeting logistics, agendas, and supporting materials. Track consultation timelines and engagement activities. Coordinate meeting invitations, scheduling, and follow-up actions. Maintain engagement databases and contact lists. Administrative Support Provide administrative support to the Director and Manager of Intergovernmental Affairs. Prepare correspondence, meeting packages, presentations, and briefing materials. Coordinate travel arrangements, accommodations, and event logistics. Process invoices, purchase requests, and other departmental administrative requirements. Support onboarding of new staff and maintenance of departmental templates and procedures. Project Coordination Support implementation of departmental projects and strategic initiatives. Coordinate information requests with internal departments. Track project milestones and deliverables. Assist in coordinating consultations, workshops, and community engagement activities. Support procurement and contract administration where required. Communication & Collaboration Act as a liaison between the Intergovernmental Affairs Department and internal departments. Coordinate information sharing across the organization. Build positive working relationships with external governments and partner organizations. Provide courteous, professional service to citizens, partners, and stakeholders. EDUCATION & EXPERIENCE Required: Diploma or Bachelor's degree in Public Administration, Business, Information Management, or related field Minimum 2+ years of experience in coordination, operations, or administrative support Strong organizational skills with proven attention to detail and accuracy Proficiency with Microsoft 365 (Excel, SharePoint, Teams) and records management tools Preferred: Understanding of Indigenous governance, modern treaties, or intergovernmental relations Experience supporting policy, legal, or intergovernmental teams Familiarity with the Maa-nulth Final Agreement and YG governance CORE COMPETENCIES Exceptional organizational and time management skills Strong ability to prioritize competing deadlines Excellent written and verbal communication skills Strong attention to detail Ability to exercise sound judgment and discretion Strong interpersonal and relationship-building skills Ability to work independently while contributing to a collaborative team Proficiency in Microsoft 365, SharePoint, Teams, and related office software Experience with records management and document control WORKING CONDITIONS Office and hybrid work; primarily Hitacu and remote Standard work hours with occasional flexibility around engagement deadlines CULTURAL REQUIREMENTS Respect for Yuułuʔiłʔatḥ culture, language, and protocols Commitment to confidentiality on sensitive intergovernmental matters Benefits such as: Competetive base salary Extended Health and Dental Benefits (applicable from day one!) Enrolment into Municipal Pension Plan 4-weeks paid vacation (with incremental increases for years of service) Paid personal and flex day Paid days off during the Christmas break Hybrid work arrangements (subject to operational requirements) This job description is intended to convey the general nature and level of work expected. YG reserves the right to amend and update responsibilities to meet operational needs. Yuułuʔiłʔatḥ citizens are encouraged to apply.