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Be the Spark! Join our passionate  team and help us to achieve great things in our community!

The Program Coordinator - National Administration is an important member of the national team delivering the YMCA Youth Exchanges Canada Program in association with YMCA regional offices across Canada. The Program Coordinator will provide leadership in twinning groups and supporting Regional Coordinators in the delivery of the program, build and maintain a strong relationship with our travel agent and be the liaison between this organization and the YMCA Youth Exchange Program. The Program Coordinator oversees and manages the programs’ database and the programs’ group files ensuring that information is accurate and meets with YMCA file management standards. Finally, this person will be a team player and work in close collaboration with the national team in varying areas of the program.

In this role, you will:

• Work with the National team to coordinate the pairing of group applications to the program.
• Liaise with Program travel agent on all quoting, purchasing and releasing of relevant travel documents.
• Support and monitor Regional Coordinators to ensure each exchange’s documentation package submitted to National office is accurate and complete.
• Summarize errors/omissions in documentation and follow up to obtain missing/incomplete paperwork.
• Review each exchange plan with key learning objectives, daily activities, community engagement, budgets and emergency plans.
• Provide feedback to Regional Coordinators to ensure Program standards/quality and National consistency.
• Develop tools and support training in order to ensure effective high-quality program delivery as it relates to travel and administration.
• Manage the program database and group files and produce required statistical reports.
• Monitor program statistics inputted into database by RC’s and ensure National Office deadlines are met.
• Work with the Information Solutions team to test and deploy updates to the database
• Manage the program’s SharePoint site and Group Leader website, and maintain document version control
• Provide administrative supports such as word processing, photocopying, faxing, filing, and other administrative co-ordination.
• Manage inbound telephone, fax and email inquiries.
• Effectively trouble-shoot and problem-solve issues as they arise and keeps the Manager advised.
• Perform other duties as assigned.

You bring:

• Post-secondary education in Administration, Business, Human Resources Management, Social Services, Sales and Marketing and/or equivalent experience.
• Three years of related experience in high volume travel type logistics and administration.
• Flexibility to travel occasionally for twice annual national meetings and program monitoring across Canada.
• Excellent understanding of diversity, inclusion and equity including the ability to identify and address barriers in recruitment practices, work effectively with diverse stakeholders, and integrate equity into program design.
• Ability to build relationships and trust, and to partner effectively with a team at a distance.
• Proven well developed project management, planning and time management skills.
• Strong problem-solving skills and ability to seek solutions that meet diverse needs.
• Excellent attention to detail and accuracy.
• Strong written, verbal and presentation communication skills.
• Demonstrated ability to take initiative, work autonomously and remain flexible as plans change.
• Strong preference will be given to candidates able to communicate in French and English.
• Proficient with MS Office applications particularly Outlook, Word, Excel and PowerPoint.

What you need to succeed:

• Commitment to the YMCA’s Mission, Vision and Values
• Focus on the health, safety and wellbeing of all children, youth, and vulnerable people in YMCA programs including understanding legal and moral obligations related to reporting suspected child abuse to Child Protection Services
• YMCA Competencies: Accountable, Relationship-Builder, Improvement-Orientated, Team Player & Leader, Equity and Wellbeing Promoter 

Why work for the YMCA?

The YMCA of Greater Toronto is a charity that ignites the potential in people, helping them grow, lead, and give back to their communities. We are committed to helping our employees reach their full potential and are recognized as a great place to work. We offer meaningful jobs and the opportunity to make a difference in the lives of individuals and the health of our communities. See what you can expect from the YMCA here.

Joining the Y means contributing to over 165 years of providing opportunities for people to shine through programs and services like health and fitness, licensed child care, camps, employment and immigrant services, education and training, and services for youth, families, and seniors. Learn more in our 2020–2025 strategic plan, Ignite the Light, which outlines how we are focused on boosting well-being and promoting equity across the Greater Toronto Area.

The YMCA of Greater Toronto is committed to Diversity, Equity, Inclusion and Belonging. We strive to remove barriers to employment and recognize that diverse staff who reflect the communities we work in enrich the experiences of our participants and our team. As an equal opportunity employer, we invite applications from all qualified candidates including racialized people/people of colour, Indigenous Peoples, disabled people/people with disabilities and members of 2SLGBTQIA+ communities.

If we can make the recruitment process more accessible for you, please let us know when we reach out about a job opportunity so we can work with you to accommodate your needs.

In keeping with our commitment to safety and child protection, job offers are contingent on the successful completion of a Police Records Check. Within the first four months and every three years thereafter, a Vulnerable Police Records Check is required. Learn more about these checks here. 

The YMCA only considers applicants who are legally entitled to work in Canada. We thank all applicants for their interest, however, due to the volume of applications we receive, we can only contact candidates who are selected for an interview.

Check out the next steps in our recruitment process and see what others are saying about working at the YMCA.

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