Program officer Jobs in Burnaby, BC

Overview

Job Skills / Requirements

Overview

Reporting to the Manager, Programs and Standards, the Program Coordinator serves as the administrative and program coordination focal point for Corporate Security and Emergency Management (CSEM). The position provides administrative, records management, communication, meeting, and coordination support for CSEM programs and initiatives.

The Program Coordinator supports administration of the Threat Management System, assists Threat Managers with case administration and follow-up, and helps ensure that sensitive information, records, correspondence, meetings, and program activities are managed accurately, promptly, and confidentially.

Key Responsibilities

Threat Management System Administration

• Administer and maintain the Threat Management System and associated electronic records.• Assist with intake, creation, filing, updating, tracking, and closure of threat management files.• Support notifications, correspondence, information requests, and administrative follow-up activities.• Monitor designated mailboxes, respond to routine inquiries, and escalate sensitive, urgent, or specialized matters as appropriate.• Assist Threat Managers with information gathering, scheduling, documentation management, and follow-up tracking.• Maintain confidentiality when handling security-related, personal, and sensitive information.• Prepare routine case activity summaries, statistics, and status reports.

Meeting & Committee Coordination

• Coordinate and schedule meetings, case reviews, workshops, training sessions, and stakeholder engagements.• Prepare agendas, meeting packages, attendance records, and supporting materials.• Record and distribute meeting minutes, decisions, action items, owners, and due dates.• Maintain action-item logs and provide status updates on outstanding commitments.• Coordinate meeting logistics for threat management reviews, emergency management exercises, committees, and working groups.

Program & Administrative Support

• Provide administrative and coordination support for CSEM programs, projects, policies, standards, procedures, and operational initiatives.• Maintain schedules, work plans, document registers, contact lists, databases, inventories, and tracking tools.• Support document control, version management, approval tracking, and distribution of controlled documentation.• Draft routine correspondence, reports, presentations, forms, briefing materials, and communications.• Escalate priority matters during the absence of a program lead.• Coordinate administrative requirements with internal business areas, Service Delivery Locations, and external service providers.

Records, Reporting & Information Management

• Input, extract, verify, and compile information from CSEM systems and records.• Prepare reports, dashboards, summaries, statistics, and other program reporting tools.• Maintain organized electronic filing systems and retrieve records as required.• Review records for completeness and follow up on missing or inconsistent information.• Support records retention, privacy, access, and information management requirements.

Stakeholder Support

• Act as a point of contact for routine administrative inquiries related to CSEM programs and services.• Provide professional, timely, and customer-focused service to internal and external stakeholders.• Coordinate communications between CSEM personnel, Threat Managers, business units, committees, and service providers.• Resolve routine issues and seek guidance for matters that are sensitive, urgent, complex, or outside established procedures.

Qualifications

Education & Experience

• Diploma in Business Administration, Public Administration, Emergency Management, Security Management, Criminology, or a related discipline.• Equivalent combination of education and relevant experience may be considered.• Experience providing administrative or program coordination support in a complex environment.• Experience managing confidential records, coordinating meetings, preparing minutes, and maintaining tracking systems.• Experience in security, emergency management, risk management, public safety, government, or a related environment is an asset.

Knowledge, Skills & Abilities

• Strong organizational and time-management skills.• Excellent verbal and written communication skills.• Ability to prepare accurate correspondence, reports, agendas, and meeting minutes.• Strong interpersonal skills and ability to maintain effective working relationships.• Proficiency in Microsoft Word, Excel, Outlook, Teams, and PowerPoint.