Youth Exchanges Program Coordinator - Ottawa, Canada - Experiences Canada

Experiences Canada

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position Overview
Reporting to the Manager, the Coordinator is responsible for the day-to-day administration of Experiences Canada's Youth Exchanges program.

They will work as part of a small, dedicated team and communicate directly with teachers, youth group leaders, exchange participants and their parents regarding all steps including registration, travel, paperwork and preparation, general inquiries and trouble-shooting with our online learning platforms.

This bilingual position requires strong administrative, organizational, and interpersonal skills along with experience with data entry. Experience with CRM (Salesforce) is an asset.

The Youth Exchanges program is Experiences Canada's keystone program.

It offers reciprocal exchanges within Canada for groups of youth, between the ages of 12 and 18 from any region of the country.

The groups are paired according to their ages and interests and each pair hosts their "twin" in their hometown.

Participants play an active role in planning the exchange by communicating regularly with their twin, doing research on the community that they will visit, and participating in the planning, themes and activities, and fundraising.

KEY RESPONSIBILITIES:

Online & Data

Responsible for the overall data entry of exchange projects
Enters all budget related costs, collects invoices, and reconciles program files
Twins eligible exchange groups, and manages all their communications pre, during and post travel
Connects group organizers to the elearning platform modules and information, and assists with connection queries when required
Assists with the maintenance, customization and updating of exchange guides, forms and modules

Administration

Ensures all documents are finalized and saved appropriately in Salesforce and the shared drive
Assists with the preparation of exchange documents (pre, during and post) using Microsoft Suite software e.g. Word, PowerPoint, DropBox, and Adobe Pro Acrobat

Communication

Collaborates with group organizers and other stakeholders such as parents to review program objectives and schedules
Liaises with travel agency to discuss budget and plan travel arrangements
Acts as primary contact with group organizers and parents during entire exchange, ensures followup where necessaryAssist group organizers, parents and youth in submitting exchange projects
Participates in conferences as a representative of Experiences Canada, and presents information sessions and workshops about the program as required
Staffs the emergency cell phone (to support groups in transit) according to a shared timetable
Responds to general inquiries and prepares regular written correspondence on a range of topics
Drives and supports a comprehensive outreach strategy to recruit new groups
Collaborates with team members from other departments as needed such as Communications and Finance, and joins in all staff weekly meetings
Provides regular (weekly) Exchanges target updates and intermittent progress reports to the Youth Exchange Manager

Required Skills:

Bilingual (French and English) mandatory
Strong communication and diplomatic social skills
Proficient in Salesforce CRM
Experience in working in a team
Selfmotivated and takes initiative
Detailed oriented
Goal, deadline, and timeline oriented
Ability to multitask and transition efficiently to multiple projects
Ability to be strategic, plan, and adapt to the unexpected (primarily related to travel situations with the groups)

Additional Assets