Program Coordinator

Hire Level Consulting Inc.; Toronto; On-site; CAD 45,000 - 65,000; Full time

Job summary

Hire Level Consulting Inc. in Toronto recruits a Program Coordinator to support a dynamic not-for-profit delivering capacity development for financial regulators.

The role focuses on coordinating logistics for in-person, blended, and virtual trainings while ensuring program timelines and quality objectives are met. The PC will support senior management with KPI reporting and data requests, manage participant and partner information, and collaborate across teams and time zones to improve program

Qualifications

• Bachelor's degree with relevant work experience (minimum 2 years).
• Familiar with project management principles and practices.
• Strong self-management and lifelong learning mindset.
• Excellent knowledge of Microsoft Word, Excel, PowerPoint, and Access.
• Effective time-management and multi-tasking abilities.
• Strong writing and verbal communication skills.

Responsibilities

• Coordinate logistics of in-person blended or virtual training programs.
• Manage program timelines and ensure deadlines are met.
• Support senior management with KPI data requests and reports.
• Maintain participant, partner, and program leader information.
• Oversee registration and vet participants for programs.
• Develop promotional strategies and coordinate with communications.
• Prepare program materials and manage documentation.
• Plan travel itineraries and manage budgets where needed.

Skills

Program management

Time management

Communication skills

Writing skills

Problem solving

Teamwork

Independent worker

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

PowerPoint

MS Access

Video conferencing platforms

Job description

Our client is a dynamic, independent not-for-profit organization that delivers high quality capacity development programming to financial supervisors and regulators, primarily in developing countries and emerging markets. They are seekinga Program Coordinator (PC) as an integral part of the client's team, a critical role to ensure they meet their programming and quality objectives and goals.

Responsibilities/Key responsibilities are to:

• Coordinate the logistics of our client in-person blended or virtual training programs under the guidance of the current Manager, Program Coordination.
• Understand the client'swork processes and project timelines for programs at varying stages of development in accordance with program lifecycle, to achieve superior results and foster continuous improvement.
• Support the senior management with information/data requests for KPI and other corporate documents.

Detailed breakdown of the above-mentioned responsibilities is as follows:

• Program management 1 : Manage the work processes and project timelines for programs at varying stages of development in accordance with program lifecycle.
• Ensure that key deadlines are met, in conjunction with the program directors; manage tasks and communicate timelines.
• Ensure that all parties (partners, program leaders, program directors, participants, internal staff) have timely and accurate program information.
• Collect and update internal databases with all participant, partner and program leader information.
• Oversee registration and vet participants for each program, ensuring compliance with the client'spolicies.
• Work with Communications Coordinator to develop promotional strategies for regional and international programs, coordinating with team on e-blasts and appropriate registration numbers.
• Maintain information on partner relationships, drafting MOUs and partnership agreements, ensuring compliance with any internal or external requirements.
• Consider the nature of the program and work with the program director to tailor the delivery method most appropriate for the program objectives.

Material Preparation and Evaluation:

• Prepare final program materials for above programs, in conjunction with client's policies.
• Organize incoming new program materials from the program leaders.
• Review, edit, and format all materials.
• Ensure that participants, partners and program leaders receive all pre-reading and course material at appropriate times.
• Input program evaluations and prepare evaluation reports.
• Develop tools that support program delivery through client's programs, the learning management system.
• Ensure that a complete record of program material is filed in the appropriate program folders.

Travel Coordination:

• Plan and book travel itineraries for each program.
• Manage flight bookings for program directors and leaders, ensuring compliance with program budget and client's travel policy, consulting with finance where appropriate.
• Coordinate accommodation and local transportation for each program
• Research visa requirements for each country, and prepare visa applications where appropriate.
• Programs are delivered in the time zones of the Partner.
• Supporting the program director in arranging the delivery mechanisms, including video conferencing, interpretation and technical facilitation services. This may include participating on-line in off-hour or weekends, depending on the program time zone.

Finances and Budget:

• Coordinate contracts and invoices for each program in partnership with the finance department.
• Draft and finalize various internal program documents for program leaders and partners (i.e., letters of agreement, partnership agreements etc.), in conjunction with the program director.
• Process and review, and prepare (where appropriate) incoming invoices, expense claims and per diems for program directors and program leaders
• Initiate and review outgoing partner invoices, ensuring compliance with agreement requirements.
• Prepare and maintain individual program budgets alongside the finance team and regularly update program forecast.
• Develop, prepare and improve various template program documents, including maintaining folder libraries.

Event Management:

• Annually manage all logistics for a Canadian based international program.
• Secure appropriate venues and manage vendors, food and A/V orders
• Manage registration and participant logistics.
• Act as on-site coordinator for one week-long event, this may include supporting weekend event.

Skills and Requirements:

• Bachelors’ degree with a minimum two (2) years relevant work experience.
• Familiar with project management principles and practices .
• Demonstrates strong self-management skills and is a life-long learner.
• Excellent knowledge of Microsoft Word, Excel, PowerPoint and Access, internet and various video conference platforms.
• Effective time-management skills with the ability to multi-task and manage multiple time-sensitive priorities.
• Organized and efficient in carrying out a wide range of administrative tasks.
• Self-starter, able to work with a high degree of initiative and highly resilient.
• Consistently produce high quality work, that is often detailed and needs to be accurate
• Excellent writing and verbal communication skills.
• Ability to work independently.
• Ability to analyze and problem solve.
• Team oriented with strong interpersonal skills and ability to work with individuals from a range of backgrounds.
• Adaptable and flexible to meet changing deadlines.
• Always willing to work with and support the entire team.

Other:

• The clientdelivers programming in emerging markets and developing countries.
• Flexibility and adaptability are required to meet commitments across multiple time zones.
• Overtime and weekend work will be required during peak periods.