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Job Description
Job Summary
The Program Coordinator works alongside the Executive Director, The Admin and Programs Coordinator, and the Programming team to handle the planning, promotion, implementation and evaluation of programs at Maple Grove. They manage volunteer team members and ensure all programs operate within budget and on schedule. They are responsible for developing a well-structured plan of action that will support programs from start to finish. In addition to this, Program Coordinators are responsible for ensuring program operations are consistent with regulatory guidelines and internal processes. They are also responsible for developing insightful post event reports, including lessons learned, for the Executive Director and the Board of Directors.
Program planning and assistance
- Work with the Executive Director, and the The Admin and Programs Coordinator, to plan according to the program schedule, allocating volunteers and planning in areas needing assistance.
- Work with the Executive Director and and the The Admin and Programs Coordinator to plan events and fundraisers.
- Coordinate with office staff to facilitate program/event check in and the handing out of wristbands and information.
- Keep an eye on program/event registrations to be up to date on progress and space considerations.
- Coordinate with the office and housekeeping staff to ensure that all facilities and accommodations required are booked and ready.
- For each program/ event have a list of alternative activities in preparation for inclement weather– e.g, If a baseball game is rained out, then the program should not be cancelled but an alternative activity in the tabernacle should be made available.
- Be a welcoming presence on the grounds and invite people to join in with programs. Assist with last minute registrations and or payments through the office.
- Create a weekly flyer of camp programs to be given to guests as they arrive and to be made available for lot leaseholders. These are also to be posted onto all bulletin boards in the office, the square and in the washrooms. Have them available, post approval, in the office by each Monday morning.
- Check in with guest program groups at the end of their weekend to give them a feedback form and thank them for their time.
- For guest speakers and musicians, give them a thank you card with their agreed payment. You might also direct them speak to the Executive Director before leaving.
- Meet with the Executive Director after each program/event to give an in-person report back on program/event activity and effectiveness, as well as mentioning any lessons learnt to improve future programming.
Volunteer staff management
- Assist with the entire volunteer system from recruitment of volunteers, transferring of information, our sign up system, allocation of volunteers t to program areas, appreciation program and repeat recruitment system.
- Welcome and coordination of volunteer staff for programs.
- Begin weekend/each program with a quick meeting to make sure that everyone understands their roles/schedules. Allocate any specific duties or responsibilities to ensure a smoothly run program/event.
- If volunteers require accommodations then ensure they have everything that they need. When required, contact the appropriate person E.g., facilities, housekeeping, administration.
- During the operation of any program, check in 15 minutes before scheduled program times to make sure everything/one is prepared and checking that they are there on time.
- Stay at least until program has begun to be available for any needs that may arise (stay for entire program when necessary).
- Be present at the closing of each program for dismissal of participants and to let people know what is next.
- Meet with the Executive Director after each program/event to give an in-person report back on volunteer activity and effectiveness, as well as mentioning any behaviour that needs to be monitored.
Merchandising and Camp Equipment
- Assist in promotion of camp merchandise through all programs and events.
- You will have access to a few merchandise items to use as gifts or prizes during program activity. This is to be planned with and approved by the Executive Director.
- Ensure that all camp owned equipment and materials are at their appointed locations at the correct times. as well as packed away at the end of each program/event.
QUALIFICATIONS
Skills & Competencies:
- Strong communication and interpersonal skills, with the ability to engage with staff, volunteers and guests in a professional and friendly manner.
- Basic knowledge of inventory management.
- Some experience in event and program hosting, and management.
- Ability to work in a team environment and collaborate with other staff to achieve camp goals.
- An organized and detail orientated individual who works well under pressure.
ADDITIONAL REQUIREMENTS
- Must be available to work flexible hours, including weekends, evenings and holidays.
- Must have a positive attitude, strong work ethic and willingness to learn
- Staff uniform is required
Job Type: Seasonal
Contract length: 16 weeks
Pay: $18.00 per hour
Expected hours: 40 per week
Work Location: In person