BCSF Job Posting: Funding Co-ordinator

Written By Nicole Matei

The British Columbia Snowmobile Federation is excited to announce we are hiring a funding coordinator for the new Recreational Snowmobile Program.

Job Posting: BCSF RSP Coordinator

Deadline for applications:  November 21st, 2022 with the anticipated start date of November 28th, 2022.

Job Description

The  BCSF RSP Coordinator requires a minimum  five-month term contract with the BC Snowmobile Federation (BCSF) to assist in the successful execution of an exciting new initiative within our Federation.  This position will report directly to the BCSF  Executive Director, Donegal Wilson.  It is anticipated that this project, being only six months, will require someone who can quickly get up to speed and begin hitting deadlines almost immediately.

The BCSF Recreational Snowmobile Program was created as the newest partnership in our Infrastructure Fund.  It is intended to provide a funding stream for BCSF Member Clubs to use for matching contributions on projects that create jobs and improve the tourism potential, sustainability, or recreation opportunities for the communities they serve.  

Duties & Responsibilities

The duties and responsibilities of the new BCSF RSP Coordinator are anticipated to be as follows:

  • Communicate updates on project milestones to the BCSF to assist with promotions;

  • Respond to inquiries regarding the program;

  • Assist all potential BCSF Member Club applicants to complete their funding applications;

  • Review all submissions and advise applicants of any deficiencies;

  • Circulate the summary of projects as well as electronic copies of all applications to all members of the RSP Project Review Committee;

  • Help the RSP Committee rank all applications according to the consistent ranking criteria already established;

  • Meet with the  RSP Project Review Committee and summarize their recommendations for project approvals and the amount recommended for each project;

  • Send the recommendations to the BCSF Executive Director for formal approval by the Board of Directors of the BCSF;

  • Upon receipt of formal approval, immediately advise all applicants in writing regarding the results of the project assessment process and how much funding they will receive from the BCSF Recreational Snowmobile Program;

  • Arrange for the signing of an contribution agreement by authorized officers of each successful applicant (recipient) prior to the delivery of the initial funding installment;

  • Track and manage Program Payment Schedules with Project Recipients;

  • Track and manage application prerequisites from the Project Recipients including required financial statement reports, society paperwork, Board Resolutions,  WorkSafe BC, etc.  

  • Establish and create project reporting procedures with intervals for each recipient regarding the funds expended on each project, matching funds received, number and tenure of jobs created, and expected project outcomes.

  • The Provincial RSP Coordinator will also ensure that all information regarding benefits obtained as a result of this program is documented and reported to the BCSF;

  • All of the above information obtained from recipients will be included in a monthly report to be submitted by the BCSF RSP Coordinator to the BCSF;

  • Any projects that fall behind schedule must be reported immediately to the BCSF and documented steps taken to bring the project back on track.  Anticipated Program slippages will need to be calculated and re-assigned quickly.

  • Through regular communication and inspection, the BCSF RSP Coordinator will ensure that each recipient retains all financial records relating to their project including invoices, receipts, reports and records of all payments for each project are submitted and available for audit upon request;

  • Oversight of any other requirements that are set out in the contribution agreement between the BCSF and each recipient.

Qualifications

The  BCSF RSP Coordinator is expected to have experience in delivering or overseeing projects.  The application should be well versed in using technology and working from home or a remote office.  The BCSF is working towards a 100% digital operation with staff and volunteers geographically dispersed across the Province.  Therefore we use Google G-Suite to ensure that we have all the tools required for us to work together seamlessly online.  The selected contractor must be willing to utilize Google and be proficient in the utilization of Google Docs & Sheets, Meet, Forms and Calendar.  You will be provided a BCSF google account to utilize during the term of this contract. 

Time Commitment 

We anticipate this project will be 20-35 hours per week with periods where the hours required may be higher or lower as the cycles of funding go out.   The term of the contract will be November 28th to April 30th, 2022.

If a project site visit is required to ensure that projects remain on schedule it will need to be authorized by the BCSF and a separate budget will be negotiated at that time. 

How to Apply

Please submit your resume with cover letter no later than 6pm Pacific on November 28th, 2022 to dwilson@bcsf.org.

Please include the following in your cover letter:

  • Examples of other projects of similar scope that you have led or worked on

  • Two work references

  • Your expected hourly rate 

  • Office rent you charge (if applicable)

  • Any additional contract costs 

  • Potential start date and availability for the term of the contract Nov 28 to April 30, 2023

Supporting Documentation for the BCSF RSP can be found at https://bcsf.org/infrastructurefund

Nicole Matei
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