Program Registrar & Work-Integrated Learning Coordinator (Independent Contractor)

Application Deadline: Saturday, June 27, 2026

Vinica Education Society and Terroir Consulting are seeking proposals from an experienced independent contractor to support the delivery of the 2026 Equity in Wine Leadership (EWL) program.

Equity in Wine Leadership is an award-winning workforce development initiative that prepares participants for management and leadership careers in British Columbia’s wine industry. The program combines internationally recognized wine certifications, business and leadership training, mentorship, and applied industry experience to support career advancement while increasing representation within the sector.

The successful contractor will provide services under two separate independent contractor agreements:

Program Registrar Contract with Vinica Education Society
Work-Integrated Learning Coordinator Contract with Terroir Consulting

The same individual will fulfill both roles; however, each contract has separate deliverables, reporting relationships, and payment schedules.

This opportunity is ideal for an experienced program coordinator, registrar, educator, workforce development professional, or nonprofit administrator who enjoys working with participants, industry stakeholders, and community partners.

Independent Contractor Opportunity

This is an independent contractor engagement and is not an employment position.

The successful contractor will determine their own methods of work, schedule, workspace, equipment, and administrative systems necessary to achieve the required deliverables. The contractor will be responsible for all statutory deductions, taxes, insurance, and other obligations associated with self-employment.

Most work may be completed remotely. Attendance is required during the program’s three in-person residency periods and for other key program activities necessary to fulfill the contract deliverables.

The contractor will work collaboratively with approved training providers but will not act as an instructor or training provider under the program.

Contract Period

July 2026 – March 2027

Residency Attendance Requirements

The successful contractor is expected to attend all three in-person residency periods:

Kelowna: September 14–18, 2026
Naramata: October 19–23, 2026
Osoyoos: November 23–27, 2026

Attendance during these periods is considered an essential deliverable of the contracts.

For contractors residing outside the residency locations, Vinica Education Society may reimburse reasonable accommodation expenses incurred while attending required residency periods, up to a maximum of $2,000 CAD during the contract term, subject to prior approval and submission of receipts.

All other duties may generally be completed remotely.

Role Boundaries

The contractor provides administrative, participant support, coordination, and reporting services. The contractor may support instructors and mentors by coordinating logistics, communications, assignment tracking, attendance records, participant engagement, and the collection of required documentation.

The contractor is not responsible for designing or delivering curriculum, teaching course content, assessing participant performance, grading assignments, conducting examinations, or replacing approved instructors.

Training design and delivery, instructional content, academic assessment, mentorship content, and curriculum development remain the responsibility of the approved training providers’ instructional teams.

Contract 1: Program Registrar (Vinica Education Society)

The Program Registrar supports participant recruitment, onboarding, compliance, administration, participant supports, and reporting requirements associated with the Equity in Wine Leadership program.

The Registrar is accountable to the Equity in Wine Leadership Oversight Committee and coordinates regularly with training providers, the Board Chair, the Marketing Committee, mentors, internship hosts, and participants.

Prior to participant onboarding, the successful contractor will complete the Indigenous Awareness 101 Certificate, provided by Vinica Education Society.

Key Deliverables

Participant Recruitment & Screening

Promote the program through alumni, industry, and community networks.
Encourage referrals from wineries, industry organizations, alumni, and community partners.
Coordinate applicant communications and follow-up.
Conduct participant screening interviews.
Verify participant eligibility requirements.
Maintain a screened waitlist of qualified applicants.
Recommend participant selections to the Oversight Committee.

Participant Registration & Government Compliance

Ensure accepted participants complete Participant Information Forms (PIFs) through the Skills Training Grant System.
Actively monitor participant registration progress and follow up until submissions are complete.
Verify participant eligibility in accordance with Community Workforce Response Grant requirements.
Maintain participant eligibility documentation.
Track participant registration status and identify any issues that may place project funding at risk.
Support compliance with Community Workforce Response Grant requirements.
Track reporting deadlines and required documentation.
Assist with preparation of claims, attestation documentation, completion reporting, and other required reporting.

Participant Onboarding & Communications

Serve as the primary point of contact for participants.
Develop and maintain participant orientation materials.
Maintain participant handbooks and onboarding documentation.
Deliver participant orientation sessions and online onboarding activities.
Coordinate participant communications throughout the program.
Maintain secure participant records and documentation.

Participant Financial Supports Administration

Administer participant reimbursement processes in accordance with approved budgets and funding guidelines.
Communicate reimbursement requirements, deadlines, and eligible expense categories to participants.
Collect, review, and organize receipts and supporting documentation.
Verify expenses against approved participant financial support categories and budget limits.
Coordinate reimbursement processing following each residency period.
Identify missing documentation and follow up with participants as required.
Prepare reimbursement documentation packages for Treasurer review and verification.
Maintain audit-ready records of participant financial supports.
Assist with attestation and final reporting requirements related to participant financial supports.

Program Administration & Reporting

Support participant attendance tracking and engagement monitoring.
Coordinate participant testimonials, consent forms, photographs, and success stories.
Obtain completed testimonial and consent forms from a target of at least 50% of participants.
Conduct participant employment follow-up approximately 80–90 days after program completion.
Compile employment outcome information and reporting summaries.
Support all government reporting obligations and final project reporting requirements.

Code of Conduct Administration

Support implementation of the program Code of Conduct.
Communicate conduct expectations to participants, mentors, internship hosts, contractors, volunteers, board members, and other program stakeholders.
Receive and document concerns.
Escalate concerns to the Oversight Committee as appropriate.
Maintain records relating to participant wellbeing, conduct matters, and issue resolution.

Contract 2: Work-Integrated Learning Coordinator (Terroir Consulting)

The Work-Integrated Learning Coordinator supports delivery of the mentorship and internship components of the Wine Industry Management & Applied Learning (WIMAL) curriculum.

Key Deliverables

Internship Coordination

Recruit and onboard internship hosts.
Match participants with internship opportunities.
Coordinate internship placement logistics.
Coordinate and facilitate internship host orientation sessions and ensure hosts receive required training and program information.
Monitor internship progress and participant engagement.
Contact or visit each participant during the first week of internship placement.
Identify and address issues affecting placement success.
Coordinate placement changes when necessary.
Escalate significant concerns to Vinica and Terroir leadership.
Track completion of internship assignments, reports, and deliverables.

Mentorship Coordination

Recruit and onboard mentors.
Match participants with mentors.
Coordinate and facilitate mentor orientation sessions and ensure mentors receive required program information and resources.
Monitor mentorship engagement and participation.
Track mentorship meetings and completion requirements.
Encourage timely submission of mentorship reflections and assignments.
Support mentors and participants throughout the mentorship process.

Participant Support

Serve as a frontline support resource during internship and mentorship activities.
Monitor participant progress and engagement.
Maintain communication with instructors, mentors, internship hosts, and governance representatives.
Keep the Oversight Committee informed of significant participant, mentorship, or internship concerns.
Support successful completion of internship and mentorship requirements.

Desired Qualifications

Applicants should demonstrate:

Experience coordinating programs.
Connections and experience in the BC wine industry
Experience conducting interviews or sales.
Strong organizational and project coordination skills.
Experience managing confidential information and records.
Excellent written and verbal communication skills.
Strong relationship-building skills.
Proficiency with Google Workspace and cloud-based collaboration tools.
Ability to manage multiple stakeholders and deadlines simultaneously.

The following experience would be considered assets:

Experience with grant-funded programs.
Training in the wine sector, including WSET training.
Experience coordinating internships, mentorships, or volunteer programs.
Experience with participant outcome tracking and reporting.
Knowledge of equity, diversity, inclusion, anti-racism, or intercultural engagement practices.

Compensation

The successful applicant will enter into two separate fixed-fee independent contractor agreements.

Contract 1 – Program Registrar

Vinica Education Society

Fixed Contract Value: $13,000 CAD

Compensation will be paid in installments upon successful completion of defined deliverables and reporting milestones, including participant recruitment, screening, onboarding, participant registration, participant financial support administration, program delivery support, government reporting, and employment outcome reporting.

Contract 2 – Work-Integrated Learning Coordinator

Terroir Consulting

Fixed Contract Value: $7,000 CAD

Compensation will be paid in installments upon successful completion of defined deliverables and reporting milestones, including internship coordination, mentorship coordination, participant monitoring, host and mentor orientation, assignment tracking, and completion reporting.

Total Opportunity

Combined Contract Value: $20,000 CAD

The same individual will fulfill both contracts; however, each contract will be administered separately and will have distinct deliverables, reporting relationships, and payment schedules.

Residency Accommodation Reimbursement

Attendance at all three residency periods is a required deliverable.

Reimbursement is subject to prior approval and submission of receipts.

The contractor is otherwise responsible for all costs associated with operating their independent business, including equipment, internet, office expenses, insurance, taxes, and statutory remittances.

Equity Commitment

Vinica Education Society and Terroir Consulting are committed to fostering environments where all individuals are treated with dignity and respect and have equitable opportunities to participate and succeed.

Consistent with the principles of the British Columbia Human Rights Code and the Multiculturalism Act, we welcome proposals from qualified individuals of all backgrounds and encourage applications from Indigenous Peoples, Black and racialized persons, persons with disabilities, members of the 2SLGBTQIA+ community, newcomers to Canada, and individuals from groups historically underrepresented within the wine industry.

How to Apply

Please submit:

A cover letter outlining your relevant experience and interest in the opportunity.

A current résumé or curriculum vitae.

Contact information for two professional references.

Applications must be received no later than Saturday, June 27, 2026.

Please submit applications by email to both:

cfo@vinica.ca AND darcen@terroirwine.ca

Only shortlisted applicants will be contacted for follow-up.