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CPF BC & Yukon HR Schematic

Visual Schematic of Branch Staff

Glyn Lewis

on 21 February 2017

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Transcript of CPF BC & Yukon HR Schematic

Executive Director
Office &
Financial Administrator

Benjamin Wong

Chapter Support & Outreach Officer

Rowan Burdge
Project Coordinator

Heather Bartlett
Glyn Lewis
Graphic Designer
Karen Cowl
Digital Comms
Lisa Birrell
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.

General Administration
*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.
Advocacy, Research
& 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)/
*Volunteer Appreciation
*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
other provinces)
Website/IP Phone/Internet/

Support Outreach Officer to
answer technical questions
regarding chapter websites.
Maintain and troubleshoot these
systems with 3rd party providers
or internally.
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).
Financials cont'd

*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 &
Project Coordination
*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.
Human Resources
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/
advocacy initiatives.
*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.

Media Relations
Reviewing FSL-related articles in the media
Drafting/Reviewing Media Releases
Responding To Inquiries

External Communications
Coordinating newsletter development, editing, and production.
Providing content & reviewing monthly CRU
Drafting speeches for public audiences & Branch letters to outside groups and stakeholders.
Board Relations
*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.

CPF National
*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)
Permanent Staff
Outside Contractors
Board & Board Committee
Branch Board of Directors
(Glyn Lewis)
(Glyn Lewis)
(Glyn Lewis)
(Benjamin Wong)
(Benjamin Wong)
(Kirsty Peterson)
(Kirsty Peterson)
CPF BC &Yukon
CPF BC &Yukon Organizational Schematic
Full transcript