Client Based Services (CBS) Program Coordinator

Kahnawake; Canada; Remote; CAD 55,000 - 73,000; Full time

Job summary

Kahnawà:ke seeks a Program Coordinator to manage intake, coordination, and decision support for social programs and Community Initiatives Fund activities. You will handle administrative tasks within the Client Based Services Unit and assist with committee materials and approvals.

Responsibilities include coordinating program implementation, processing benefits, and ensuring compliance with policies while maintaining confidential records and providing frontline support to community members.

Qualifications

• Diploma or degree as listed; relevant experience required.
• Experience with social programs or admin tasks is preferred.
• Ability to organize files, prepare committee materials and correspondence.

Responsibilities

• Coordinate the implementation of Client Based Services Social Programs.
• Act as the contact and intake point for applicants.
• Prepare files for committee meetings and mail decisions.
• Provide recommendations to the General Manager and committee members.
• Support benefit administration and communicate approvals.
• Process payments with complete beneficiary details and timelines.
• Make eligibility decisions for Community Initiatives Fund.
• Develop and maintain forms, templates, and tracking tools.
• Provide receptionist support and maintain audit-ready records.

Skills

Strong communication

Organizational skills

Critical thinking

Teamwork

Discretion & confidentiality

Professionalism

Kanien’kéha & French language (asset)

Education

DEC in Social Sciences (or related)

DEP in Secretarial Sciences

High School Diploma + 5 years experience

Tools

Microsoft Office

Internal databases

Digital records systems

Job description

Purpose:

The Program Coordinator is tasked with the intake, coordination, and some decision-making for applications for various Social Programs and programs within the Community Initiatives Fund. The position is also tasked with general administrative tasks required within the Client Based Services Unit.

Roles & Responsibilities:

Coordinates the Implementation of the Client Based Services Social Programs

• Acts as point of contact for community members requesting services through the Client Based Services Social Programs.
• Acts as intake for community members returning applications for the Client Based Services Social Programs.
• Conducts administrative services for Client Based Services Social Programs, including preparing files for committee meetings, drafting decision document templates, and mailing decisions to applicants.
• Provides recommendations to the General Manager of Social Assistance and Committee Members regarding applicants.
• Benefit Administration Support
  • Validating the accuracy and completeness of applicationsObtain the necessary approvals for all applicationsAdminister the processing of approved benefits by communicating approvals to the GM of Social Assistance or other Social Assistance Administrator
  • Provide complete payment instructions (beneficiary details, amounts, program funding source, timelines, etc.)
• Makes decisions on applications for the Funeral Benefit of the CBS Social Programs in accordance with the program policy.

Coordinates the Implementation of Programs Under the Community Initiatives Fund:

• Acts as point of contact for community members requesting services through the Community Initiatives Fund.
• Acts as intake for community members returning applications for the Community Initiatives Fund.
• Conducts administrative services for the Community Initiatives Fund including, preparing files for committee meetings, drafting decision document templates and mailing decisions to applicants.
• Benefit Administration Support
  • Validating accuracy and completeness of applications
  • Obtain the necessary approvals of all applications
  • Administer the processing of approved benefits by communicating approvals to the GM of Social Assistance or other Social Assistance Administrator
  • Provide complete payment instructions (beneficiary details, amounts, program funding source, timelines, etc.)
• Makes decisions on applications to the Community Initiatives Fund in accordance with eligibility criteria referenced in the respective Community Initiatives Fund policies.
• Decides when a file requires input or a decision to be made by an oversight committee for the Community Initiatives Fund.
• Makes recommendations to appropriate oversight body of the Community Initiatives Fund.Additional Programing and Project Tasks:
• Works with the Client Based Services Director to provide input on the creation of new programming and projects within the Client Based Servies Unit.
• Makes decisions on new programming within the Client Based Servies Unit in accordance with the governing policies.
• Provides administrative assistance on new programming within the Client Based Services Unit.
• Acts as point of contact for new programming associated with the Client Based Services Unit.Administrative Tasks for the Client Based Services Unit:
• Provides administrative support for the client-based services unit, including processing office invoices, taking orders for administrative needs, scheduling meetings, note taking.
• Providing receptionist services when required.
• Developing and maintaining standardized forms, templates, and tracking tools
• File management:
• Documenting approvals and maintaining complete, audit-ready case files
• Directing KSAP on file archiving once all benefits have been issued.

Education & Experience:

• DEC in Social Sciences or related discipline, plus one (1) year relevant experience.

OR

• DEP in Secretarial Sciences, plus three (3) year relevant experience.

OR

• High School Diploma, plus five (5) years relevant experience.

Knowledge, Skills, Abilities:

• Knowledge of Kahnawà:ke’s Client Based Services and Social Programs policies and procedures are an asset.
• Knowledge of social support programs in the community and the greater Montreal area is an asset.
• Knowledge of community and social issues is an asset.
• Demonstrates strong organizational abilities with proficient knowledge of Microsoft Suite (Word, Excel, Outlook, PowerPoint)
• Must be comfortable working with internal databases and digital records systems.
• Strong written and oral communication skills.
• Strong critical thinking and decision-making skills.
• Ability to work as part of a team.
• Ability to mentor, counsel, coach, and generally support clients.
• Demonstrates professionalism, discretion, and courtesy when interacting with internal and external clients, fostering positive and respectful working relationships.
• Maintains confidentiality.
• Adhere to the MCK Policies and Kanien’kéha Language initiatives.
• Ability to communicate in the Kanien’kéha and French languages is an asset.
• The willingness to learn the Kanien’kéha language.

Working Environment:

• A five-day work week is performed in an office environment.
• Occasional visits outside the office environment (service providers, severe cases).
• Moderate to high stress due to workload.
• High-pressure environment with potential for emotionally charged interactions.
• Work may involve handling sensitive situations and managing emotionally intense conversations.
• Occasional overtime to meet departmental needs.