Program Coordinator

8 hours ago

Bowmanville, Canada Bowmanville Older Adult Association Full time

Bowmanville Older Adult Association is a non-profit organization that supports older adults. It's mission is to promote the health and happiness of older adults by enhancing their quality of life in a welcoming and inclusive environment.

**Program Coordinator Job Description**

The Program Coordinator is responsible for overseeing activities, programs, workshops, seminars and drop-ins along with instructor, convener, and member relationships to maintain a great experience and connection for members at Bowmanville Older Adult Association. The Program Coordinator reports directly to the Executive Director.

**Primary Duties and Responsibilities**

**Programs and Activities**
- Ensure activities are creative, unique, high quality and enjoyed by members. Membership feedback is incorporated into schedule, and program/activity planning. Activities are planned in coordination with the Executive Director and BOAA Team.
- Oversee the design, development, implementation and coordination of activities at BOAA for the marketing guides (generally developed 4 times per year). Ensure a wide range of general interest, wellness, physical activity, collaborations with community resources (e.g. Alzheimer’s Society, Chiropractors, foot care specialists), educational, craft/arts based, and card/games are all incorporated to meet the interests of BOAA members. Programs, workshops, seminars and drop-ins should be robust, varied, balanced and meet the needs and interests of members and interested parties.
- Coordinate with Event and Fundraising Coordinator, and the BOAA Team to create a draft marketing guide allowing lead time for the team to edit as needed. Forward this draft to the Multimedia Administrator to complete.

**Virtual Programs and Activities**
- Ensures virtual programs and activities are creative, unique, high quality and enjoyed by members.
- Organize staffing coverage to host virtual groups and sessions.
- Develops zoom links and shares information and links to registered participants.
- Inputs member participation in MSC

**Registration**
- Track program attendance/registration, member feedback and viability to decide on programs to cancel or move forward with. Keep control of maximum and minimum number of participants per program, workshop or activity, and attempt to adjust activities to fit the needs of participants.
- Control wait list of members when activities are full and look for alternatives to provide the service.

**Room Allocation**
- Coordinate room/space availability, instructor availability in balance with member preference as considerations to developing the marketing guide.
- Organize space/rooms for groups in collaboration with the Facility and Transportation Manager.
- Provides requirements, equipment, supplies needed for room set-ups to Facility and Transportation Manager

**Administrative**
- Ensure all activities are financially viable after paying instructors unless otherwise supported by BOAA and with approval from the Executive Director.
- Ensure SOCAN information is updated yearly to ensure licensing it up-to-date.
- Develop instructor rates along with instructors, and work toward negotiating the best rates possible for BOAA to keep registration costs as low as possible. Develop contracts with instructors to reflect fair rates.
- Develop fees for members and non-members that are fair and economical, and tailored to each program.
- Solicit invoices from instructors, review and send to Accounting and Office Administrator and the Executive Director for review and payment. Track that invoices are being sent regularly, and review invoices to ensure they are correct.
- Develop and maintain data base for activities, instructors and the marketing guide. Update this as activities/instructors change or are removed.
- Develop spreadsheet for Front Desk with activities, dates, instructors, costs for program etc. to help with registration of members/non-members to new marketing guide. Update this as programs change or are removed.
- Enter activities into My Seniors Centre, and input registrations.
- Prepare credits for participants due to drop-out or program cancellations.
- On an annual basis provide an assessment of the overall success and/or failure of all programs and drop-ins expressed in terms of attendance, costs, revenues, suitability, sustainability, instructors/conveners, and support overhead.

**Member, instructor and Convener Relationships**
- Develop connections and relationships within the greater community to find appropriate teachers, instructors, speakers, partners/partnerships and conveners for groups that reflect the interests and needs of members.
- Check in with instructors, and respond to instructor and member feedback around groups. Support instructors with any concerns, needs or issues they are having. Support members with their concerns. Communicate regularly with instructors/conveners.
- Ensure good member and instructor/convener relationships at BOAA in coordination with th

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