Program Coordinator Job Posting

Reporting to: Board of Directors

Overview: The Program Coordinator is responsible for providing administrative, financial, and creative support for the Society.

Key Responsibilities:

Administrative Support:

• Provide ongoing administrative support.
• Liaise with Board and Committee members, and resource providers on a provincial level and collaborate to host events and undertake initiatives.
• Monitor and update the Facebook group (considered our Membership), Facebook Business Page, and website.
• Maintain the member database, membership records, and office files.
• Manage Board records and ensure effective organizational record-keeping.
• Collect mail from the Post Office regularly.
• Issue and receive correspondence on behalf of the Society.
• Prepare and submit various reports to the Board.
• Update the Board of Directors list with the Corporate Registry.
• Complete yearly Gaming Grant applications and other required reporting.
• Collaborate with community agencies and grant writers (if applicable) to maintain community presence and awareness.
• Work with Family Navigators from Provincial Deaf and Hard of Hearing Services to improve services in the North.

Financial Management:

• Maintain bank accounts and perform bank reconciliations.
• Disburse funds as authorized by the Executive.
• Ensure signing authority information is current for bank accounts.
• Keep accurate records of all Society expenditures and income.
• Provide necessary documentation to the accountant for year-end statements, GST refund applications, and applicable tax-related information.
• Present the annual budget to the Board for approval.
• Renew Board of Directors’ insurance and obtain event insurance for each activity.

Meeting Organization:

• Notify Board members of meeting dates, prepare agendas, record and distribute minutes, and ensure their accuracy and availability.
• Organize and attend Monthly and Annual General Meetings (AGM).
• File the Annual Report.

Creative Support:

• Organize events and programs (e.g., Volunteers, Language & Communication Awareness Month, Adventure Camp, Winter Social, Educational Workshops).
• Arrange workshops (e.g., ASL sign language, special guest speakers).
• Research venues for events, organize travel and accommodations for guests and speakers, and arrange catering.
• Create and distribute posters, flyers, and media awareness for events and workshops.

Qualifications:

• Five years of administrative support experience.
• Experience with a not-for-profit agency.
• Proficiency in arranging meetings, events, and workshops, and in creating and distributing press releases, posters, flyers, and newsletters.
• Excellent written and oral communication skills.
• Strong skills in Google Docs and Sheets, and experience handling digital records and administrative documents.
• Familiar with online platforms, including Facebook, Google, WordPress, and more.
• Financial background with bookkeeping, A/R and A/P, and online banking skills.
• Experience with regulatory bodies (e.g., Society Act Regulations).
• Grant writing experience is an asset.
• Familiarity with Deaf and Hard of Hearing culture.
• Flexibility to work days, evenings, and weekends.
• Willingness to use personal office equipment (computer, printer, email, etc.).
• Own transportation required.