Job Postings

We’re Hiring: Operations Coordinator

Operations Coordinator – Gabriola Recreation Society (GRS)

Position Description: The Operations Coordinator is the primary administrator for the Gabriola Recreation Society (GRS), overseeing the delivery of recreation and parks services on Gabriola Island. This position reports directly to the GRS Board of Directors.

Duties and Responsibilities

Administration

• Office Operations: Collect and process all GRS mail, and ensure timely responses to communications. Maintain office supplies and equipment. Maintain an organized filing system for all GRS documents.
• Reporting and Documentation: Prepare and submit all required administrative documents on behalf of GRS, including annual reports, work plans, and budget projections for the Regional District of Nanaimo (RDN). File all annual Societies and non-profit group documents.
• Budget and Financial Management: Work closely with the GRS bookkeeper, volunteer Treasurer, and President to prepare the annual budget for the RDN. Seek out and pursue new funding opportunities as directed by the Board, complete and submit any grant applications.
• Banking: Conduct bi-weekly bank deposits, perform monthly reconciliations of all program fees from various payment methods and provide detailed listings of revenues by program to the bookkeeper. Handle cash, process payments, prepare invoices for some contractors, forward invoices to the bookkeeper for payment. 
• Insurance: Ensure GRS, its staff, and the Board are covered by appropriate insurance levels. File annual renewal documents and provide copies to the RDN and SD68 as required.
• Board Support: Assist in setting up monthly Board meetings and any other administrative meetings that require Board input or approval. Works closely with the Board on the development of new policies for the GRS. Maintain current policies for staff, Board members and for public information.
• Grants-in-Aid: Promote and process applications for the GRS grants-in-aid program, ensuring application periods are publicized, relayed to the Board, and records are maintained.
• Hiring: Support the GRS Board and Program Coordinator in identifying staffing needs. Assist with recruiting and advertising for short-term and part-time positions. Conduct recruitment interviews with at least one Board member present. Ensure employment responsibilities and health and safety guidelines are reviewed.
• Professional Development: Identify professional development opportunities to stay current in the role. The GRS annual budget includes an amount for staff training.

Program Support and Parks Liaison

• Program Oversight: GRS programs are developed by the Program Coordinator in consultation with the program sub-committee. The Operations Coordinator assists/supports the Program Coordinator with planning, logistics, and program execution as needed. Ensures all instructor contracts and registration procedures are in place and supports the Program Coordinator with software management, hiring, and marketing.
• Parks Operations: Manage park scheduling for Rollo McClay and Huxley Parks, and advise users on the RDN processes. Manage the online facility booking form and public-facing calendar. Hire, schedule, and act as the main point of contact for the Rollo McClay Park custodian. Maintain awareness of park conditions (park checks but also through reports from contractors or volunteers or park users) notify RDN personnel of any issues, and attend RDN parks staff meetings as required.
• RDN and SD68 Interface: Serve as the primary liaison with the Regional District of Nanaimo (RDN) and School District (SD68). Partner with the RDN to implement strategic actions outlined in the Area B Parks and Recreation Master Plan. Prepare and submit the two yearly reports required by the GRS/RDN services agreement: 1) an annual report with program statistics and 2) a program narrative for the upcoming year with the budget. Ensure adherence to the license agreement with SD68.
• Community Engagement: Build and maintain strong working relationships with community groups, the public, and various stakeholders. Attend relevant community meetings and utilize community feedback from sources like the RDN Master Plan for Parks and Recreation.

Qualifications and Skills

• Education: A diploma in Business Administration, Recreation Management or a related field is required.
• Experience: Previous experience in a non-profit organization is an asset. 2+ years experience in a relevant field, supervisory experience.
• Skills and Abilities:
• Capable of managing multiple tasks, maintaining detailed records, and overseeing office operations.
• Knowledge of budgeting, financial reconciliation, and basic accounting principles.
• Excellent written and verbal communication skills for preparing reports, grant applications, and liaising with stakeholders.
• The ability to build and maintain positive working relationships with staff, the Board, community members, and external partners (e.g., RDN, SD68).
• Strong analytical skills to evaluate situations, resolve issues, and make sound decisions.
• Comprehensive working knowledge of computers and a variety of software programs, including web-based platforms.
• The ability to work effectively with minimal supervision.
• A comprehensive understanding of the policies and regulations governing GRS and its operations.

This is a permanent part-time position, starting at 15 hours/week. 

Wage is a range of $25 to $30/hr, depending on experience. It has a 6 month probation period, and possible expansion of hours in future. 

Submit resume plus cover letter to the GRS office: info@gabriolarecreation.org 

Enquiries: 250-247-2014

Deadline for applications: February 6, 2026