Job Description
Classification: Band 4 — Specialist
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)
POSITION PURPOSE
The IGA Coordinator, Data & Operations Specialist supports the IGA team by managing information systems, coordinating workflows, and providing administrative and operational support. The role ensures that data, files, and processes are organized, accessible, and consistent, enabling effective decision-making, streamlined service delivery, and coordinated intergovernmental work across YG.
ACCOUNTABILITY
Data Systems & File Management
- Implement centralized IGA data management systems to track referrals, policy initiatives, engagements, and decisions.
- Develop databases, trackers, and tools for efficient file management.
- Organize digital file structures and establish naming conventions and filing protocols.
- Ensure data accuracy, integrity, and completeness; support institutional memory.
Workflow Coordination
- Coordinate intake, tracking, and flow of intergovernmental files for timely assignment, review, and response.
- Monitor timelines, deadlines, and deliverables; flag items requiring attention.
- Support implementation of IGA processes including referral workflows and engagement tracking.
- Facilitate internal coordination by scheduling meetings, tracking action items, and ensuring follow-up.
Reporting & Visibility
- Develop dashboards, summaries, and reports on IGA activities, trends, and workload.
- Track and report on key metrics.
- Prepare weekly updates, briefing materials, and internal reports.
- Enhance data visibility to support evidence-based decision-making.
Operational & Cross-Departmental Support
- Assist with preparation and organization of materials for meetings and engagements.
- Provide administrative and operational support that enhances team efficiency.
- Support cross-departmental coordination by ensuring information is organized and shared effectively.
- Compile and synthesize information to support analysis and decision-making.
EDUCATION & EXPERIENCE
Required:
- Diploma or Bachelor's degree in Information Management, Public Administration, Business, or related field
- Minimum 2+ years of experience in coordination, data management, or operations
- Strong organizational skills with proven attention to detail and accuracy
- Proficiency with Microsoft 365 (Excel, SharePoint, Teams) and database/tracker tools
Preferred:
- Experience supporting policy, legal, or intergovernmental teams
- Knowledge of records management standards
- Familiarity with the Maa-nulth Final Agreement and YG governance
CORE COMPETENCIES
- Data & file management
- Process coordination
- Tracker & dashboard design
- Discretion with sensitive information
- Service orientation
- Attention to detail
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