Jun 1, 2017 - the Foundation's program/project leads in the administration and ... Maintain the Foundation's Customer Re
110 Yonge Street, Suite 800 Toronto, ON M5C 1T6 t 416 309 4480 f 416 309 4481 www.civicaction.ca @CivicActionGTHA
Position Description: Program and Events Coordinator Job Title:
Program and Events Coordinator
Reports to:
Managing Director – CivicAction Leadership Foundation
Job Purpose: The Program and Events Coordinator is an integral member of the Foundation team, accountable for the administrative and operational success of the Foundation and its programs. The position supports the Foundation’s program/project leads in the administration and coordination of logistics, planning and budgeting, and actively contributes to the design and delivery of Foundation activities.
Duties and Responsibilities: Program Support Provide administrative and logistical support in the delivery of the Foundation’s leadership programs and initiatives including the DiverseCity Fellows and Emerging Leaders Network programs. Responsibilities include: o Sourcing and confirmation of venues, caterers and required suppliers i.e. AV and act as key point of contact for event partners o Coordination of contracts and billing (where required) o At the direction of program leads, communicate details to event and/or program participants and collect/track responses o Support administration of Foundation’s budget cycle including monthly tracking of expenditures, payment of invoices, and purchasing card reconciliations o Support the development and maintenance of relationships with key program stakeholders, including DiverseCity Fellows, ELN members and Executive Committee members, advisory committee members, program sponsors/partners o Collect and coordinate information from program participants on behalf of program leads Coordinate multiple projects simultaneously and ensure timelines and key outcomes are met Attend and participate in events and activations related to program delivery (some evening and weekend attendance required) Where appropriate, provide project-related support to new initiatives (i.e. milestone tracking, meeting minutes, reports, contracts, etc.) Maintain the Foundation’s Customer Relationship Management (CRM) database by ensuring that stakeholder information is regularly entered and updated Administrative & Financial Support Provide scheduling and coordination support to the Foundation team as needed Update and maintain accurate internal contact management systems Provide centralized tracking support of key Foundation deliverables and commitments (i.e. grant reports, quarterly operational reports, etc.
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Prepare presentations, reports, promotional materials and coordinate distribution of materials where appropriate Maintain financial records and, with the Director, ensure programs budgets are regularly reviewed and align with forecasts Track and assess session evaluations, key performance indicators (KPIs) across programs Support the development of reports that articulate program results and impact (i.e. grant evaluation reports, annual reports, etc.)
Other Support the delivery of other Foundation programs and activities as needed Support Foundation development, stakeholder management and communications activities as needed (may include engagement with the board of directors from time to time) Provide advice and insight to Project Leads on program strategy and future growth of programs
Qualifications Education Relevant work and/or volunteer experience is an asset, particularly in the areas of project coordination, event planning and administration Specialized Knowledge Interest and/or familiarity with civic/community issues in the Greater Toronto and Hamilton Area (GTHA) is an asset Skills & Abilities Organization o Ability to develop/use systems to organize and keep track of information or work progress. o Ability to prioritize tasks in a fast paced, changing environment o Ability to organize and prepare information or materials for others o Ability to carefully review and check the accuracy of information in work reports provided by colleagues, management information systems or other individuals. Communications o Ability to listen attentively to ideas and concerns, and communicate clearly, concisely and sometimes creatively, in both verbal and written formats o Ability to clearly and accurately explain issues, policies, procedures and other pertinent information to colleagues, program participants and stakeholders o Familiarity with relevant social media platforms including Facebook, Twitter and LinkedIn Service Delivery o Responds with courtesy, clarity and accuracy to inquiries o Has a strong sense of urgency about solving problems and getting work done o Asks clear concise questions in order to obtain information o Applies due diligence and sound judgment when responding to requests and dealing with confidential information. Technical o Ability to use office software to create, format and edit forms and presentations o Accurately creates, generates and maintains a range of reports & documents utilizing databases, spreadsheets and communications. o Familiarity and/or ability to learn to operate a variety of technology platforms such as Salesforce, FormAssembly, MailChimp, and GoogleDocs
Great leaders build great cities.
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Interpersonal o Understands and accepts other points of view, recognizes the value of different approaches, and values diverse backgrounds and stakeholders o Demonstrates openness to new organizational structures, procedures and technology. o Flexibility and willingness to undertake a variety of tasks o Displays high standards of professional behavior and ethical standards o Excellent team player who can effectively balance “getting stuff done” while building strong relationships with colleagues
Working Conditions This position involves some evening and weekend work. Time in lieu is tracked/granted for work undertaken in the evenings and on weekends with prior approval from the Managing Director. Direct Reports None Indirect Reports None
Written By: Approved By: Date Approved: Reviewed: Next Review:
Jodie Rawn, Managing Director – CivicAction Leadership Foundation Sevaun Palvetzian, CEO – CivicAction & CivicAction Leadership Foundation May 24, 2017 May 24, 2017 May 2018
Great leaders build great cities.
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