Youth Exchanges Program Coordinator

3 weeks ago

Ottawa, Canada Experiences Canada Full time

**Position Overview**

Reporting to the Manager, the Coordinator is responsible for the day-to-day administration of Experiences Canada’s Youth Exchanges program. They will work as part of a small, dedicated team and communicate directly with teachers, youth group leaders, exchange participants and their parents regarding all steps including registration, travel, paperwork and preparation, general inquiries and trouble-shooting with our online learning platforms. This bilingual position requires strong administrative, organizational, and interpersonal skills along with experience with data entry. Experience with CRM (Salesforce) is an asset.

The Youth Exchanges program is Experiences Canada’s keystone program. It offers reciprocal exchanges within Canada for groups of youth, between the ages of 12 and 18 from any region of the country. The groups are paired according to their ages and interests and each pair hosts their “twin” in their hometown.  Participants play an active role in planning the exchange by communicating regularly with their twin, doing research on the community that they will visit, and participating in the planning, themes and activities, and fundraising.  

**KEY RESPONSIBILITIES**:
**Online & Data**
- Responsible for the overall data entry of exchange projects
- Enters all budget related costs, collects invoices, and reconciles program files
- Twins eligible exchange groups, and manages all their communications pre, during and post travel
- Connects group organizers to the e-learning platform modules and information, and assists with connection queries when required
- Assists with the maintenance, customization and updating of exchange guides, forms and modules

**Administration**
- Ensures all documents are finalized and saved appropriately in Salesforce and the shared drive
- Assists with the preparation of exchange documents (pre, during and post) using Microsoft Suite software e.g. Word, PowerPoint, DropBox, and Adobe Pro Acrobat

**Communication**
- Collaborates with group organizers and other stakeholders such as parents to review program objectives and schedules
- Liaises with travel agency to discuss budget and plan travel arrangements
- Acts as primary contact with group organizers and parents during entire exchange, ensures follow-up where necessaryAssist group organizers, parents and youth in submitting exchange projects
- Participates in conferences as a representative of Experiences Canada, and presents information sessions and workshops about the program as required
- Staffs the emergency cell phone (to support groups in transit) according to a shared timetable
- Responds to general inquiries and prepares regular written correspondence on a range of topics
- Drives and supports a comprehensive outreach strategy to recruit new groups
- Collaborates with team members from other departments as needed such as Communications and Finance, and joins in all staff weekly meetings
- Provides regular (weekly) Exchanges target updates and intermittent progress reports to the Youth Exchange Manager

**Required Skills**:

- Bilingual (French and English) mandatory
- Strong communication and diplomatic social skills
- Proficient in Salesforce CRM
- Experience in working in a team
- Self-motivated and takes initiative
- Detailed oriented
- Goal, deadline, and timeline oriented
- Ability to multitask and transition efficiently to multiple projects
- Ability to be strategic, plan, and adapt to the unexpected (primarily related to travel situations with the groups)

**Additional Assets**
- Leads and participates in customized Salesforce development
- Strong public speaking and presentation skills
- Able to travel within Canada
- Previous work experience with educators and/or school boards
- Research and analytical skills

**To Apply**

Put **‘Youth Exchanges Program Coordinator’ **in Subject header

**Note**:
**Salary**: $48,000.00-$60,000.00 per year

Schedule:

- Monday to Friday

**Education**:

- Bachelor's Degree (preferred)

Work Location: Hybrid remote in Suite 202 Ottawa, ON K2A 1H1

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