Program & Administrative Coordinator

Program and Administrative Coordinator

About Learning Buddies Network

The Learning Buddies Network (LBN) is a BC grassroots service charity that provides free one-on-one mentoring for elementary students in need of support in reading and math. Recipients are teacher-identified elementary school children who struggle with basic academics (the Buddies) and whose families are not in a position to help, usually because of social, linguistic, and/or economic factors. We recruit and train secondary and post-secondary school students as our mentors/tutors. Through the close relationship that develops between the young mentor and their buddy, enhanced social-emotional growth and self-esteem follow, and the child experiences true achievement resulting from their efforts.

Overview of the position

The Program and Administrative Coordinator supports registration, family communication, site logistics and administration to keep LBN’s programs running smoothly.

This is a hands-on program and administrative coordination position with responsibility for independently completing assigned workflows, identifying gaps and coordinating next steps across the team.

Position type: Permanent, full-time, 37.5-40 hours per week

Compensation: $23.00 - $26.00 per hour

Reports to: Director of Operations and Programs

Work schedule: Must be available to work until 7:00 p.m. Pacific Time, Monday through Thursday, to support program delivery and respond to time-sensitive needs. The approved schedule must overlap with LBN’s core program hours. Friday hours are scheduled by the Director of Operations and Programs based on operational needs.

Location and travel: Hybrid, combining home-based work with a weekly in-person team meeting and weekly program site visits. Must be able to reliably commute within and between Vancouver, Burnaby, Surrey and Richmond for scheduled meetings and site visits, with additional visits as required.

Responsibilities

Buddy Registration, Placement and Family Support

• Coordinate new and returning buddy registrations, referrals, consent checks and missing-information follow-up; verify paper and online records and investigate duplicates.
• Verify placements and waitlists against eligibility, family availability and confirmed program capacity; escalate exceptions.
• Confirm placements and coordinate family check-ins, transfers, schedule changes and withdrawals, keeping records and relevant staff informed.
• Monitor vacancies, attendance concerns and outstanding family responses. Coordinate follow-up with the responsible staff member and document actions to address unfilled spaces or barriers to participation.
• Respond promptly to family and registration inquiries and follow up until resolved. 
• Escalate sensitive family, child safety and program concerns to the Director of Operations and Programs.
• Coordinate next-term invitations, parent surveys and final-report follow-up. Refer learning-level, graduation and support-needs decisions to the Head Teacher Liaison or designated program expert.

Program Readiness, Sites and Materials

• Maintain term preparation and closeout checklists, calendars, program dates and outstanding actions for online, in-person, hybrid and Indigenous programs. Flag barriers before they affect a session or launch deadline.
• Visit program sites weekly to identify support needs, address logistical issues and coordinate follow-up.
• Coordinate program supplies, inventory, deliveries and returns. Assist with volunteer recruitment booths and outreach, including materials, setup, takedown and public inquiries.
• Coordinate routine school and site communication, referral requests and next-term logistics. Prepare and track approved partnership agreements and signed records; refer new commitments or changes in terms to the Director.
• Coordinate facility booking administration, including dates, rooms, permits, insurance documentation, access arrangements and renewal reminders. 

Administrative Systems, Access and Training

• Maintain the Operations Master List, Class Contact Lists and program schedules.
• Collaborate with the Administrator on shared tasks, deadlines and volunteer attendance records.
• Coordinate account and access setup, changes and removal for Google Workspace, Slack, Zoom, shared drives and Moodle. Complete assigned updates within authorized access and verify that users can access the correct resources.
• Coordinate Teacher Liaison and other assigned onboarding logistics, paperwork, training access and completion records with the responsible lead.
• Maintain approved training materials, templates, forms, procedures and shared folders. Archive outdated term records appropriately and flag unclear or outdated guidance.
• Protect confidential child, family, volunteer and staff information through approved storage, access and communication practices; promptly escalate privacy or systems concerns.

Timesheets, Invoices and Reporting

• Review timesheets and invoices for completeness, resolve discrepancies and prepare them for approval and coordinate submission to the bookkeeper once approved.
• Reconcile registration, placement, attendance, completion, withdrawal and next-term return records. Follow up missing assessments and reports with coordinators and program leads.
• Prepare accurate program data and summaries for operational, board and funder reporting.
• Perform other related duties as assigned.

Qualifications and Requirements

• Post-secondary education in administration, business, community services or a related field, or an equivalent combination of relevant education and experience.
• Experience in administration or program coordination, including managing competing deadlines, maintaining accurate records and following tasks through to completion.
• Experience using Excel formulas; proficiency with Google Sheets.
• Customer service experience with strong written and verbal communication skills and the ability to support diverse families, volunteers and partners.
• Must be able to reliably commute within and between Vancouver, Surrey, Burnaby and Richmond in a timely manner for scheduled site visits, meetings and recruitment activities.
• Must be available to work until 7:00 p.m. Pacific Time, Monday through Thursday.
• Confidence using Google Workspace, Zoom, Slack and online forms, with the ability to learn new systems and troubleshoot routine issues.
• Ability to work independently from home, collaborate with a distributed team and use sound judgment when handling confidential information or escalating concerns.
• Experience in a nonprofit, school, youth-serving or community program setting, and familiarity with Jotform or Moodle, are assets.

What’s in It for You

• 15 days (three weeks) of annual vacation, plus one additional week of paid holiday closure and a paid day off for your birthday.
• Group benefits, subject to the terms and eligibility requirements of LBN’s benefits plan.
• A hybrid-based work arrangement combined with in-person program visits and community activities.
• Meaningful work supporting free reading and math programs that help children build skills and confidence.
• Opportunities to develop your program coordination, administrative and community engagement skills.

How To Apply

Please submit one combined PDF document that includes a one-page cover letter and your

resume to hiringcommittee@learningbuddiesnetwork.com with the subject “Program and Administrative Coordinator – First Name Last Name”.

In your cover letter, please include your response to the following two questions:

1. Just as much as we are evaluating you, we want to know you’ve evaluated us. What do you think makes Learning Buddies Network the right place for you?
2.  Our four values of (1) Inspiring All to Strive for Excellence, (2) Mentoring and Youth Leadership, (3) Continuous Improvement, and (4) Respectful Relationships are deeply aligned with our organization’s mission and purpose. How do you align with our values? Feel free to respond to all four values or choose the ones that resonate with you most.

Open until filled.

Our Commitment to Inclusion, Equity, Diversity, and Accessibility

Learning Buddies Network is committed to equal opportunity and treatment for every

prospective and current employee. We value diversity in the workplace and believe our work is

stronger when it benefits from the experience and knowledge of a diverse team. LBN is

committed to creating a diverse and inclusive environment, so we strongly encourage you to

apply even if you do not believe you meet every single qualification outlined, as you may have

transferable skills that would be an asset to our team. If you require any accommodations in

submitting your application or navigating the application process, please contact Owen Fan at

owen@learningbuddiesnetwork.com.