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Job Details

Program Coordinator

Job ID: 16,472

Date Posted:
Jan 4, 2019
Job Title:
Program Coordinator
Job Category:
Administration, Business & Finance
Newmarket, ON

Job Description:

This position performs reception duties and administrative duties to ensure that all clients and visitors to the agency receive a helpful and professional response and to assist in the operation of the administrative functions of the agency. The Program Coordinator will support staff members to increase efficiency in service user flow throughout the day with impact on service interactions, financial budgets, and support staff specifically the Case Manager with case work flow. This position will liaise with multiple Internet Service, Information Technology, Website Development and Telephone vendors and document service interruptions and implement corrective actions. The outcome toward which the Program Coordinator is focused includes: supporting the Case Manager with follow-ups, intakes and referrals; hold six (6) professional development sessions including four (4) outreach events and two (2) training sessions; provide ongoing recruitment of new volunteers through social media and community boards; provide orientation to the agency and training in the areas of outreach and office tasks; prepare an annual budget, schedule expenditures, analyze variances and initiate corrective action when necessary; perform administrative tasks such as create action lists for the Program Manager, provide support with travel arrangements and schedule and prepare for meetings as needed; administer and analyze client satisfaction surveys and provide a summary of their results; administer and analyze service provider satisfaction surveys and provide a summary of their results.

Major Duties and Responsibilities:

  • Serves as key liaison with Internet Service, Information Technology and Telephone providers to troubleshoot technical issues. Coordinate and conduct interviews for student placements and
  • Coordinate and attend special events and conduct community outreach for the organization. Submit applications for events, and coordinate volunteers, schedule shifts, and organize supplies for
  • Support administrative tasks related to the day-to-day operations of the office, including, but not limited to: reception, courier and surface mail administration, trouble-shooting for internet, phones and photocopier, managing inventory of office/kitchen supplies, Audio Visual needs, catering and supporting program (group sessions, child minding requests) and events administration.
  • Support the Case Manager in her case load inclusive of intakes, documentation, follow
  • Assist with scheduling of on-site programs and services; confirm and book appointments via database, maintain internal waitlists, respond to enquiries for specific programs and
  • Track contract and grants accounts; run and distribute financial and payroll reports, budget detail and rent revenue summary reports, invoice individual agencies for space use and membership
  • Prepare bank
  • Provide monthly accounts receivable reports to Business
  • Reconcile monthly Petty Cash including emergency transit funds or tickets and submit to Business Manager.
  • Provide facility coordination; liaise with Building Maintenance Department regarding concerns, work orders and maintenance reports and organize Health and Safety
  • Track daily sign-in sheets and assist with completion of service user feedback
  • Organize translation and interpretation services for service users who do not speak
  • Offer tours of the site and its
  • Assist in organizing emergency
  • Prepare and produce status reports, office reports, correspondence, memos, presentations, hand-outs and all applicable
  • Update all agency Social Media accounts with events, activities,
  • Perform other duties as assigned


York Region Centre for Community Safety


  • Education
    • University degree or diploma in the area of social work or related
    • Technologically proficient (Windows, Office Suite: Word, Outlook, Excel, Powerpoint, Publisher, Internet, Databases).
    • Apply budget policies and procedures; perform standard business math; track financial data and make simple projections.
  • Experience
    • Minimum two years related experience in a social services setting working with diverse populations, including low income individuals and those from various cultural and racial backgrounds utilizing an anti-racist, anti-oppressive
    • Knowledge of women’s equality rights and violence against women
  • Skills and Abilities
    • Excellent assessment and organizational skills including ability to stay organized and use a systematic approach to information management.
    • Understanding of social work ethics, professional boundaries and maintain a professional relationship with service
    • A thorough understanding of the concerns and needs of individuals who are experiencing violence and the ability to work effectively with
    • Strong written and verbal communication, customer service and interpersonal
    • The skills and patience to work under pressure while maintaining a calm and patient manner.
    • Ability to interact effectively with service users, volunteers, community members and agency
    • The ability to work independently and with minimum
    • Advanced computer and administrative
    • Ability to think strategically, plan, execute, multi-task and problem
    • High level of flexibility given the variance in
    • A good understanding of the social services available in York Region and how to access
    • Knowledge of a second language is an asset but is not required 
    • Requirements
    • A satisfactory and current Vulnerable Sector Screening (Police Check).
    • Three references, ideally in relation to experience in the social service
    • Valid driver’s license and access to a reliable vehicle 
  • Working Conditions:
    • This is a full-time position that is scheduled for 5 days per week primarily within an office environment and requires the ability to lift up to 15kg occasionally. Orientation and training sessions will be provided.


How To Apply:

Apply on Charity Village at:



Advertised Until:

Feb 15, 2019


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