Summary
Description
Want to provide enriching experiences and make dreams come true? Apply today!
Kids Up Front is currently seeking a Program Coordinator to join our team full-time in the Calgary office. Our organization maintains office hours of 9 a.m. to 5 p.m., with weekend and evening work often required. In addition, we offer flextime depending on program needs.
Summary
Under the management of the Executive Director (Calgary), the Program Coordinator position executes the day-to-day program duties in the Calgary region while assisting with donor and agency relationships. In addition, the Program Coordinator will work with the other programming staff to deliver all Kids Up Front opportunities to our community agencies.
Program Operations
– Process daily tickets for events using Kids Up Front tickets in/out procedures (data entry).
– Email and phone ticket contacts with updates and ticket opportunities.
– Oversee ticket allocation on an ongoing basis to ensure overall program integrity, plus operational efficiency and accuracy.
– Maintain organization of ticket opportunities. Manage time frames for ticket distribution, ensuring agencies are notified of opportunities in a reasonable time.
– Monitor agency pick-up, ticket use and report client behaviours at events.
– Track agency ticket sign-out entries and adjust policies when necessary.
– Work with the programming staff to identify and coordinate Kids Count opportunities.
– Scan and copy tickets received. Track all event information, including sponsor or donor, budget, the value of the event, event date, participating agencies, number of participants, cancellations and no-shows, and special notes.
– Collect and manage waivers and any relevant material as appropriate to event requirements or required by the Executive Director.
– Commitment to the communication of programs to Executive Director and team members.
– Research potential ticket or event opportunities and request tickets/donations.
– Assist Director of Fund Development and Executive Director with planning and execution of major fundraising events.
– Attend events as necessary with the purpose of photos, public relations, corporate stewardship, and fundraising.
– Transportation and set up promotional materials at public events, volunteer fairs, and trade shows.
– Other duties as required.
Administrative Responsibilities
– Through ongoing communications, maintain and strengthen relationships with agency ticket contacts.
– Seek to balance agency partner growth with ticket opportunities, supply vs. demand.
– Assess the appropriateness of potentially interested agencies with the Executive Director.
– Provide orientation for new/renewed agencies and new ticket contacts.
– Fulfill Kids Up Front responsibilities within agency agreement.
– Pre-event communication to ensure the agency fulfills its responsibilities.
– Post-event follow-up for feedback and agency status records.
– Issue ticket distribution reports to partnering agencies annually.
– Coordinate connection meetings as needed.
– When possible, meet with agency contacts at their office or ours to continue to build relationships.
– Support database administration, keeping records current and accurate.
– Create tax receipts when ticket donors request; the Executive Director finalizes receipts.
– Ensure accurate event information is communicated to the team on an ongoing basis.
– Create social media content, strategy, and scheduling.
– Manage volunteer opportunities and strategically assign projects to volunteers.
– Host volunteer orientations when appropriate/needed.
– Represent Kids Up Front at community agency public events and ticketed opportunities.
– Solicitation of donations for our major fundraisers.
– Research and present to the Executive Director new fundraising initiatives and opportunities or third-party events and share ideas.
– Other duties as required.
Skills:
– Ability to work in a team environment.
– Ability to perform repetitive tasks while also managing a change in day to day and competing priorities.
– Time Management is a must.
– Possess strong writing and editing skills and intermediate to advanced computer experience in Microsoft Word, Excel, Outlook, and Dynamics.
– Possess exceptional and accurate data entry skills and proficiency with computers.
– A solid understanding of communications strategies and tactics.
– Creative, solution-focused, resourceful, and authentic in building relationships.
– Experience collaborating with stakeholders and delivering high-quality customer service.
The Program Coordinator must develop solid relationships and provide customer service to corporate and individual program supporters, community agencies, and stakeholders. They must display a strong ability to coordinate multiple projects and meet deadlines while taking the initiative to present new and creative programming ideas.
The Program Coordinator must be willing to work weekends, evenings, and overtime as opportunities are frequent. Lieu time is provided for overtime earned.
Requirements:
– Must have access to a reliable vehicle and a valid driver's license.
– Clean police check and child welfare check must be provided as soon as possible. Our team can guide you through the process and provide instructions.
– Non profit experience, sales, special event and marketing experience is a big asset.
Apply today and help make a difference in our community.
The job posting will remain open until a suitable candidate is found. Please note that only successful candidates will be contacted.
