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Program Coordinator--National Administration, YMCA of Greater Toronto

Toronto, Ontario
Deadline December 29, 2017

Full Time Salaried Contract
Posted date: December 11, 2017
Closing date: December 29, 2017

Employment Type: Full Time
Job ID: 767
Effective: Immediately
Reports to: National Program Manager (Youth Exchanges Canada Program)
Location/Region: 2200 Yonge Street YMCA, Toronto
Application Deadline: December 29, 2017

Why Work for the Y?

YMCA of Greater Toronto aspires to be a great work place through an environment that embraces diversity and social inclusion, valuing differences and supporting full participation by all employees. The YMCA provides more than 5,000 employees with meaningful jobs and the opportunity to make a difference in the lives of individuals and the health of our communities. The YMCA works to build healthy communities. This is achieved through a shared culture and values. We recognize the contributions of our staff through innovative practices, great benefits and growth opportunities.

Nature and scope

The Youth Exchanges Canada program is designed for groups of 10 to 30 participants between the ages of 12 and 17. Participants are paired with same-age groups from another province or territory, and they travel to each other’s communities, staying for at least 5 days.

Program Objectives include:

  • Contribute to improved knowledge and understanding of Canada among Canadian youth.
  • Help young Canadians connect to one another and create links throughout the country.
  • Develop Canadian identity and attachment to Canada among youth.
  • Contribute to the development of leadership skills in young Canadians.
  • Foster a stronger sense of community by providing opportunities for youth to become actively engaged.

The Program Coordinator - National Administration is an important member of the national team delivering this program in association with YMCA regional offices across Canada. The Program Coordinator will provide leadership in twinning groups and supporting Regional Coordinators in the delivery of the program. This Coordinator will build and maintain a strong relationship with our travel agent and be the liaison between this organization and the YMCA Youth Exchange Program. The Program Coordinator oversees and manages the programs’ database and the programs’ group files ensuring that information is accurate and meets with YMCA file management standards.

Finally, this person will be a team player and work in close collaboration with the national team in varying areas of the program.


  • Works with the National team to coordinate twinning.
  • Liaises with Program travel agent on all quoting, purchasing and releasing of relevant travel documents. 
  • Supports and monitors Regional Coordinators to ensure each exchange’s documentation package submitted to National office is accurate and complete. 
  • Summarizes errors/omissions in documentation and follows up to obtain missing/incomplete paperwork. 
  • Reviews each exchange plan with key learning objectives, daily activities, community engagement, budgets and emergency plans. 
  • Provides feedback to Regional Coordinators to ensure Program standards/quality and National consistency. 
  • Develops tools and support training in order to ensure effective high quality program delivery as it relates to travel and administration. 
  • Manages the program database and group files and produces required statistical reports. 
  • Monitors program statistics inputted into database by RC’s and ensures National Office deadlines are met. 
  • Oversees various program related files. 
  • Provides administrative supports such as word processing, photocopying, faxing, filing, and other administrative co-ordination. 
  • Manages inbound telephone, fax and email inquiries. 
  • Effectively trouble-shoots and problem-solves issues as they arise and keeps the Manager advised. 
  • Demonstrates appropriate behaviours in line with our Mission, Vision and Values as reflected in our YMCA competencies; takes a member focused approach to increase their understanding of programs offered across the Association.  Represents the YMCA and the Association in a professional manner. 
  • Ensures the health, safety and well-being of all children, youth and vulnerable people in YMCA programs. Commits to the professional responsibility of maintaining knowledge of legislation, policies and procedures, child and youth development and best practices to best serve and protect children, youth, and vulnerable people.
  • Understands the legal responsibilities and moral imperative to report suspected child abuse to Child Protection Services. 
  • Understands the importance of the volunteer staff partnership and integrates the value of philanthropy and volunteerism in dealings with members, volunteers, donors and staff. 
  • Other duties as assigned.


  • University Degree preferred or completion of Community College Diploma in Logistics, Administration, Business, Human Resources Management, Social Services, Sales and Marketing and/or related fields.
  • A minimum of 3 years in logistics / administration work experience.
  • Flexibility to travel occasionally.
  • Well-developed interpersonal, and relationship building skills; ability to establish rapport and excellent communication with members, staff and volunteers.
  • Excellent written communication skills.
  • Commitment to working in a socially inclusive environment responding with sensitivity and personal awareness to the diverse needs of members including visible and non-visible dimensions of diversity.
  • Strong preference will be given to candidates able to communicate in French and English.
  • Proficient with MS Office applications particularly Outlook, Word, Excel and Powerpoint.
  • Ability to work in an efficient manner with high degree of independence, ability to work well with ambiguity.
  • Communicates in a thorough, clear and timely manner and supports information sharing and goal achievement across the Association.
  • The position requires the following Core Association and Leadership Competencies:  superior competence in:  Ethics and Self-Management and Results Focused; advanced competence in: Effective Interpersonal Communications; Being Member Focused; Relationship Building and Partnering; Teamwork and Collaboration; Valuing Diversity and Social Inclusion; People Management; fundamental competence in: Association Management and Stewardship; Building Community Relationships and Resources; Cross Functional Integration; Strategic Orientation and Change Management.

Job offers are contingent upon the successful completion of a Police Records Check. Within the first four months and every three years thereafter, a Vulnerable Police Records Check is required.

The YMCA of Greater Toronto values the diversity of people and communities and is committed to excellence and inclusion in our Association. We are committed to an environment that is barrier free. If you require accommodation at any stage during the hiring process, please inform us in advance to arrange reasonable and appropriate accommodation.

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