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CPF BC & Yukon HR Schematic
Transcript of CPF BC & Yukon HR Schematic
Chapter Support & Outreach Officer
Chapter & Member Communication
*Responding to general inquiries from membership.
*Writing and distributing the monthly CRU.
*Contributing content and editing the seasonal newsletter.
*Arranging with printers and mail house for newsletter distribution.
*Updating the website and national database.
*Responding to inquiries from schools and districts, organizations, CPF National and
other Branches, government, and other outside groups.
*Translating press releases, emails, letters, articles, reports, etc.
*Supporting Branch operations, projects and initiatives.
*Responding as required to all other requests from the staff, Board of Directors
and the Executive Director.
& Public Outreach
*Writing and delivering briefs to school
board trustees, PACs, parents, community groups, and other decision makers.
*Researching, collecting, analyzing and reporting data.
*Preparing documents for meetings, publications, and reports.
*Drafting letters of support for local advocacy issues.
*Drafting/Reviewing letters of support for partner organizations and their initiatives
*Compiling backgrounder documents on national, provincial and local FSL and educational advocacy issues.
*Develop resources for Advocacy Tool-Kit.
Community Outreach & External Communications
*Updating website, Facebook and Twitter content on a daily basis
*Developing new partnerships and membership benefits
*Liaising / attending partner events
*Participating in partner committee meetings, consultative committee meetings within the FSL / *Francophone community, and organization of joint projects or initiatives.
*Drafting/reviewing press releases, articles, kits, etc.
*Monitoring media articles on FSL, bilingualism, and language acquisition issues
*Process and follow-up with Accounts Receivable / Accounts Payable
*Coordinate with ED when special arrangement is needed for processing AP.
(ie. some vendors have special requirement how we can pay them)
*Prepare documents and get approval from ED before processing payments.
*Enter financial data into Simply Accounting.
*Coordinate SC Grant Payments
*Review and process SC Grant payment after Project Coordinator approves
chapter SC reporting.
*Process Rebates/Donation/Awards (Encounters with Canada)/
*Maintain rebates and donation information for each chapter
*Communicate with Outreach Officer to confirm timing and the amount to
process. (ie. to ensure consistency between reporting and rebates)
*Ensure rebates/donations received from National are valid for our
*Branch/Chapters (i.e., sometimes we get rebates that should have been for
Support Outreach Officer to
answer technical questions
regarding chapter websites.
Maintain and troubleshoot these
systems with 3rd party providers
Support internal staff.
On-going projects to improve infrastructure (i.e. updating operating systems, setting up new computers, moving server to the cloud, moving webserver to new 3rd party host, shared documents/calendar).
*Process and follow-up with Accounts
*Process and follow-up with monthly staff / Board expense forms.
*Prepare documents for monthly checks with Susan
*Funding, Petty Cash
*Process and follow-up with office related expenses (ie. conference, internet, water and etc)
Administrative tasks (mailing, scanning, filing, office supplies, insurance, office equipment/furniture maintenance, bank run)
Ad- Hoc Projects
Process Improvement projects (ie. Visa credit card, setting up CAFT, Shaw internet upgrade, annual audit support).
Chapter Support & Outreach
*Assisting in Chapter reporting requirements.
*Assisting with Chapter best practices.
*Supporting Chapter operations and initiatives.
*Attend Chapter meetings and events.
*Supporting parents and Chapters in their advocacy at the community level.
*Traveling to communities with CPF Chapters
*Pulling membership lists and keeping membership contacts current.
Special Event &
*Planning, coordinating, executing
and evaluating special Branch events,
i.e. Concours, AGM & Conference,
Regional Conferences, History of
Francophones in BC DVD project.
Socio-Cultural Grant Administration
*Reviewing & evaluating SC applications
*Following-up with chapters about progress of their SC activities/events.
*Re-allocating SC monies to chapters as needed.
*Tracking chapter’s SC reporting (receipts, evaluations, etc.)
*Developing year-end SC evaluation summary for MOE.
Hiring: Creating job descriptions,
posting positions, reviewing
applications, coordinating committee
work, interviews, updating contracts,
& coordinating employee training &
*Organizational planning: discussing
with staff operational objectives &
actions items, develop timelines &
schedules, coordinate tasks where roles are
inter-dependent, reviewing progress and the evaluation of results.
*Meeting with staff (both as a group but also one-on-one) to review progress on action items, discuss future initiatives, and provide them feedback/problem solving support.
*Tracking & coordinating staff schedules.
*Pointing out professional development opportunities.
*Staff evaluation. (Glyn Lewis)
Membership & General Inquiries
*Responding to general inquiries (members, parents, outside groups).
*Attending chapter meetings / special events
Funding Proposals & Reporting
*Annual Report Writing
*Interim Reporting for funders
*Core funding applications (CH, MOE)
*Special project development and drafting of new funding proposals.
*Meeting & coordinating with partners joint programming/project/
*Drafting / reviewing letters of support for partner organizations.
*Attending partner events
Drafting/Reviewing letters of support for local chapters
Drafting/Reviewing position-based advocacy documents
Coordinating research and or the development of resources which enable Branch / parents to best advance the CPF mission.
Engaging key elected officials in advancing support for key positions, and CPFBC & Yukon in general.
Reviewing FSL-related articles in the media
Drafting/Reviewing Media Releases
Responding To Inquiries
Coordinating newsletter development, editing, and production.
Providing content & reviewing monthly CRU
Drafting speeches for public audiences & Branch letters to outside groups and stakeholders.
*Coordinating and reviewing staff work reports
*ED action items stemming from Board meetings
*Communication & Coordination With President / Vice President
*Assessing system needs. Planning for system improvements
(financial / technical).
*Purchasing/replacing office equipment.
*Reviewing and responding to emails. Sharing best practices.
*Monthly ED Meetings
Budget development & financial oversight
*Participate in Finance Committee meetings + budget review
*Review internal financials (accounts payable)
Board & Board Committee
Branch Board of Directors
CPF BC &Yukon
CPF BC &Yukon Organizational Schematic