Program Coordinator

Hire Level Consulting; Toronto; On-site; CAD 55,000 - 75,000; Full time

Job summary

A dynamic non-profit organization in Toronto is seeking a Program Coordinator to manage logistics for various training programs. This role involves ensuring timely communications, supporting management with relevant data, and overseeing budgets and contracts. The ideal candidate should hold a Bachelor’s degree and possess at least two years of relevant experience, strong communication skills, and proficiency in Microsoft Office tools. The position requires adaptability, strong self-management, and the ability to work across time zones.

Qualifications

• Minimum of 2 years relevant work experience.
• Demonstrated self-starter ability and high resilience.
• Ability to work independently and as part of a team.

Responsibilities

• Coordinate logistics for training programs.
• Ensure compliance with internal policies.
• Manage contracts and invoices with finance.

Skills

Project management principles and practices

Self-management skills

Excellent writing and verbal communication skills

Effective time-management skills

Organizational skills

Problem-solving abilities

Interpersonal skills

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Access

Various video conference 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 seeking a 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's work 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's policies.
• 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 client delivers 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.