Administrative Coordinator ARE

Job Description: ARE Administrative Coordinator, AdoptOntario Program

Position:
Part time Contract Flexible up to 20 hours per week (4 month contract) December 2025 – March 2026. Contract may be renewed thereafter based on MCCSS funding. 

About the Adoption Council of Ontario

The Adoption Council of Ontario's AdoptOntario Program connects children and youth in the care of Children's Aid Societies with families who are waiting to provide a permanent, loving home. AdoptOntario provides an online databank and photo listing, hosts adoption events such as the Adoption Resource Events (ARE), where children, youth, and workers can be connected with prospective families. Together, these services help create opportunities for lasting family connections and ensure that families and professionals are supported throughout the adoption process.

Position Overview

The
ARE Administrative Coordinator
plays a key role in supporting the AdoptOntario program by providing
administrative and logistical support
to the ARE Coordinator. This position focuses on ensuring smooth program operations, supporting the planning and delivery of Regional and mainly the Provincial Adoption Resource Events (ARE) events, and assisting with the organization of program materials, data, and communications with participants.

The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities. They thrive in a collaborative environment, bring strong administrative and coordination skills, and are able to adapt to the needs of a fast-paced program.

Key Responsibilities

Event & Project Coordination

· Manages website updates, analytics for events to ensure content is accessible and current.

· Liaises with vendors, printers, advertisers, media, and community partners.

· Supports the ARE Coordinator and team to plan and deliver Adoption Resource Events (ARE) and related program activities.

· Coordinates event logistics (online and in-person), including registration systems, participant communications, and materials.

· Provides technical and moderator support for virtual events and onsite support for in-person events.

· Assists with the preparation of child, worker, and family information packages.

· Some evening and weekend availability is required to support events.

Administration & Office Support

· Provides day-to-day administrative support: data entry, document preparation, scheduling, correspondence, and file management.

· Prepares reports, presentations, and spreadsheets; tracks projects and deadlines.

· Manages centralized filing systems, shared drives, and databases for regionals and provincial AREs.

· Coordinates meeting logistics, including agendas, minutes, room bookings, and travel arrangements.

· Contributes to process improvements, template development, and training documentation.

Competencies

· Strong interpersonal, verbal, and written communication skills.

· Excellent writing, editing, and proofreading abilities.

· Strong organizational skills with ability to manage multiple priorities and deadlines.

· Creative and resourceful; comfortable learning and applying new technologies.

· Positive, solutions-focused, and collaborative team player.

· Ability to handle sensitive and confidential information with professionalism.

· Proficiency with Microsoft Office, Adobe Creative Suite, and CMS platforms; web design experience an asset.

·
Complete special projects and other duties as required 

Qualifications

· Post-Secondary education in Journalism or Communications; charitable/event planning fields (an asset)

· years of related work experience

· Highly organized systematic thinker

· Strong computer skills (including MS Office, Adobe Suite, Web conferencing, CMS, HTML)

· Familiar with administrative procedures is an asset

· Bilingual in French is an asset

· Experience in communications in asset

· Experience using Etapestry and Keela, WordPress and Canva is an asset

· Bilingual in French is considered an asset.

Working Conditions

This will be a predominantly remote position with an in-person requirement once every quarter in the GTA.

Compensation & Terms

• Part-time Flexible up to 20hrs per week

• Salary: $25–30/hour, commensurate with experience.

"The Adoption Council of Ontario welcomes applicants with lived experience of child welfare and seeks to amplify their voices in all the work that we do. This includes all members of the galaxy of adoption including original families, children and youth who experienced child welfare and families built through permanency including both kinship and customary care. We encourage those with lived experience to apply." 

We sincerely thank all candidates for their interest, however, only those selected for an interview will be notified. No phone calls please. 

To apply please send cover letter and resume to