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Coordinator of Program Enrollment and Logistics
3 weeks ago
CityKidz is looking for a strategic and proactive **Coordinator of Program**Enrollment and Logistics** to join our Programs team. This leadership role requires strong organizational skills, problem-solving abilities, and the capacity to oversee critical administrative and logístical operations. If you have experience in administrative coordination, database management, and program logistics, this **full-time contract** role offers the opportunity to make a lasting impact in the lives of children and families while leading key initiatives that enhance program efficiency and effectiveness.
**About CityKidz**:
In Canada, 1 in 5 children is growing up below the poverty line. For generations, poverty has stolen dreams and destroyed futures. At CityKidz, we think it’s time to change that, and we're looking for committed people who will work with us to help kids dream big dreams and reach their full potential. CityKidz is a non-profit, Christian organization dedicated to increasing resiliency and inspiring big dreams for Canadian children living in low-income communities by providing inspirational experiences and nurturing personal relationships, one child at a time.
**Position Overview**:
The **Coordinator of Program Enrollment and Logistics** plays a crucial role in ensuring the seamless operation of CityKidz programs. This position is responsible for overseeing participant enrollment, database management, program logistics, and administrative workflows to support CityKidz, CityYouth, and Camp CityKidz programs.
**This is a full time contract position for 6 months**.
**Responsibilities**:
**Program Enrollment (40%)**
- Oversee and coordinate program enrollment for CityKidz, CityYouth, and Camp CityKidz.
- Manage the Participant Database, ensuring accurate enrollment, data entry, reporting, and maintenance.
- Maintain up-to-date participant records, including consent forms.
- Provide database training and support to staff.
- Organize and prepare weekly Home Visit and CityYouth attendance rosters.
- Ensure efficient program administration workflows and task management.
- Coordinate communication and collaboration between departments.
- Train, schedule, and oversee volunteers supporting administrative functions.
**Program Logistics (40%)**
- Oversee the budget and purchasing plan for food and nutrition items for CityKidz, CityYouth, and Camp CityKidz.
- Ensure compliance with food safety standards.
- Prepare monthly birthday labels for gift selection.
- Schedule and oversee Food Prep volunteers.
- Assist with hiring and scheduling the Toy Store team.
- Manage community partnerships for the Gift of Christmas program.
- Oversee the Command Centre for CityKidz and CityYouth.
- Rotate as a Saturday Program Lead.
**Functional Supervision (15%)**
- Supervise and support administrative staff and volunteers, ensuring effective workload distribution, training, and coaching.
- Assign tasks and monitor progress for the Administrative Assistant, Program Logistics Assistant, and seasonal Gift of Christmas Toy Store Assistants.
- Conduct weekly 1:1 check-ins and review team performance through 15Five.
- Provide input to the Manager of Programs on team performance.
- Ensure staff and volunteers have the tools and guidance needed to fulfill their roles effectively.
**Other Duties (5%)**
- Generate timely and accurate reports on participant metrics, goals, objectives, meeting notes, and promotional testimonials.
- Attend and participate in:
- Weekly Staff Connect meetings.
- Weekly 1:1s with the Manager of Programs.
- Weekly department, program team, and collaborative team meetings.
- Volunteer events or coordinate with the designated event supervisor.
- Support frontline programming as needed.
**Qualifications and Demonstrated Skills**:
- Comfortable working in a faith-based organization.
- Commitment to diversity, inclusion, and equity.
- **Bachelor’s degree in a related field** _(Business Administration, Public Administration, Nonprofit Management, Social Work, or a similar field) OR an equivalent combination of education and experience._
- Minimum of three years of experience in administrative coordination and database management preferred.
- Strong administrative and organizational skills.
- Proficiency in Microsoft Office programs.
- Excellent time management, task prioritization, and problem-solving skills.
- Strong written and verbal communication skills.
- Ability to train and lead volunteers effectively.
- Collaborative team player who can work across departments.
- Passion for the mission of CityKidz.
- Valid G-Class driver’s license and access to transportation.
- Completed Food Handling Certificate.
**What We Provide**:
- Full-time, 35 hours per week with occasional evening and weekend work.
- A unique work experience that provides self-satisfaction and the opportunity to create positive change in our community.
- An opportunity to be part of a dynamic team where you can develop your skills and increase you
