Administration Coordinator, Inclusive Programs

At Rogers, we connect Canadians to a world of possibilities and the memorable moments that matter most in their lives. Every day we wake up with one purpose in mind. To bring loved ones together from across the globe. To connect people to each other and the world around them. To help an entrepreneur realize their dream. A sports fan celebrate a special moment.

Because we believe connections unite us, possibilities fuel us, and moments define us.

As we grow our team, the well-being of our team members remains our top priority. To ensure the health and safety of our team members, including those in the recruitment process, our team members are working from home, and are equipped to do so safely and efficiently.

Administration Coordinator, Inclusive Programs

Rate of pay: $18/hour

REPORTS TO: Manager, Inclusive Programs and Outreach

CONTRACT DURATION: 12 Months (November 2021 – November 2022)

TRAVEL REQUIREMENTS: Up to 10% (including nation-wide travel for up to 7 days in a row)

Challenger Baseballis a nation-wide adaptive baseball program designed to empower children, youth and adults living with cognitive and/or physical disabilities, and is one of Jays Care Foundation’s signature programs. The program provides its athletes with the opportunity to learn and enhance their life skills such as communication, resiliency, building relationships and leadership all through the power of sport that is adapted to their unique abilities and potential.

The Inclusive Programs Administration (IPA) Coordinator role is designed to provide an exciting opportunity for individuals looking to gain valuable work experience in the sport for development sector, specifically in administration and events focused on diverse abilities. The IPA Coordinator can expect to become a subject matter expert in how JCF delivers successful outcome-based sports programs for children, youth and adults facing significant barriers to participation in some of Canada’s most marginalized communities. This opportunity will provide a dynamic, fast paced and unique learning experience for individuals with big attention to detail, big ambition, big potential and a growth-mindset.

The IPA Coordinator can expect to partake in a combination of:

• Innovative program design processes
• Day-to-day coordination and administration of outcome-based sport for development programming in a wide range of communities across Canada
• Streamlining processes that impact programs nationwide
• Planning and execution of large-scale community events across Canada
• Implementation of monitoring, evaluation and learning systems and processes

Administration Coordinator, Inclusive Programs

Jays Care Foundation is seeking an administration powerhouse who is passionate about organization, attention to detail, and streamlining processes used to support the program coordination of Challenger Baseball leagues, schools, and programs across the country. This includes being high-touch with 200+ programs across Canada, ensuring each program has the resources they require to run best-in-class sport for development programming, and streamlining processes to create organizational systems that have the potential to change the way we reach thousands of marginalized children, youth and adults in their communities each year.

Candidates should have experience working with children, youth and/or adults with physical and/or cognitive disabilities. Ideal candidates will have exceptional communication skills (both written & oral), experience overseeing and managing databases, and considers attention to detail, and streamlining processes some of their best professional qualities.The IPA Coordinator will be responsible for helping to launch, support and inspire exceptional baseball for development programs across the country. The goal of the IPA Coordinator is to help ensure that all Challenger Baseball Programs are as safe, extremely organized, positive and as outcome focused as possible.

Roles and Responsibilities:

Job Responsibility #1: ADMINISTRATIVE INITIATIVES: (% of Time: up to 70%)

• Spearhead a wide variety of administrative initiatives critical to the operation of Challenger Baseball programs across Canada such as, but not limited to, organizing and distributing equipment and resources, ordering and distributing t-shirts, mailing and shipping, and inputting data.
• Direct the detailed organization of trainings, workshops and clinics including booking training spaces (and/or creating safe, virtual spaces on Zoom), managing and booking all travel and accommodations (if applicable), ordering supplies, and liaise with program partners
• Oversee visa reconciliation portal, collect invoices and code to program budget
• Create and track program agreements and grants
• Offer best-in-class customer service as a Subject Matter Expert in Challenger Baseball and adaptive recreation and education to support phone calls, e-mails, and other communication from program stakeholders including coaches, educators, parents, implementing partners and new inquiries. Exceptional oral and written communication skills required.
• Create marketing materials to enhance community outreach, program development and program expansion initiatives including posters, brochures, and infographics using Canva
• Initiate new program growth in communities across Canada

Job Responsibility #2: PLANNING AND SUPPORTING KEY EVENTS: (% of Time: up to 15%)

• Manage up to 200 volunteers on event days, including all pre-event communication, training, and role designation
• Become an expert in each of Jays Care’s Challenger Baseball’s signature events, clinics and opportunities (including virtual) and work with many key stakeholders to plan, organize, direct and assess these best-in-class opportunities for athletes, families and communities
• Organize each virtual or in-person event from start to finish, including (but not limited to) ordering materials, creating schedules, planning risk management plans and ensuring event flow while maintaining an inclusive, modifiable environment suited to each individual athlete

Job Responsibility #3: COACHING, WORKSHOP FACILITATION AND SUPPORT VISITS: (% of Time: up to 10%)

• Consistently visit a variety of Challenger Baseball programs to offer on-the-ground coaching and support to enhance the outcomes that each unique program is working to achieve
• Spearhead exciting projects and initiatives to engage athletes and their families from across Canada while COVID-19 restrictions are in place
• Modify and adapt coaching processes to meet the needs of each individual athlete and program implementer
• Integrate strategies to communicate, engage and motivate athletes to get involved in programming
• Use a variety of techniques to effectively manage children’s behaviors and enhance their life-skills through baseball
• Offer supportive and constructive feedback to help coaches, program leaders and front-line workers build off existing programs.
• Model best-in-class and innovative program facilitation skills with children, youth, and adults

Job Responsibility #5: MONITORING AND ASSESSMENT: (% of Time: up to 5%)

• Use and creatively adapt a variety of participatory and activity-based tools to assess the impact of Challenger Baseball
• Organize and assess data to prepare content for quarterly reports

EDUCATION/EXPERIENCE:

• Degree in Office Administration, School Administration or related field
• Experience volunteering and/or working with children, youth and/or adults with physical and/or cognitive disabilities
• 2+ years working in roles with heavy administrative tasks requiring prominent attention to detail
• Strong proficiency in Microsoft Word, Excel, PowerPoint, and Publisher
• Strong problem solving and group work leadership skills
• Proven track record of interacting with senior business, government and non-profit leaders
• Ability to work flexible hours
• Ability to travel 10% of the time (when safe to do so)
• Valid ‘G’ Driver’s License

DESIRED (ASSET):

• Bilingual (English and French)
• Proficiency in Salesforce considered an asset
• Experience with Adobe Series (Photoshop, InDesign, Canva etc…)
• Experience managing a large number of inquiries via e-mail and phone call
• Experience prioritizing large numbers of time-consuming tasks
• Experience creating efficient systems and processes

COMPETENCIES/PERSONAL ATTRIBUTES:

• Highly organized
• Superior written and oral communication skills
• Strong planning and coordination skills
• Growth mindset and strong desire to challenge the typical
• Exceptional computer skills including knowledge of Microsoft Programs including Excel, PowerPoint and OneNote
• Team Player and ability to see the big picture goals of the organization and contribute on day-to-day tasks
• Strong attention to details when planning
• Highly motivated and committed to program success
• Accurate and timely reporting
• Decision making skills
• Able to work under pressure
• Ability to work independently and as part of a team
• Interested in being part of community development
• Excellent interpersonal skills
• Ability to work well with all levels of internal management and staff, as well as external partners and prospective partners

Jays Care is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability or age.

• Our people are at the heart of our success
• Our customers come first. They inspire everything we do
• We do what’s right, each and every day
• We believe in the power of new ideas
• We work as one team, with one vision
• We give back to our communities and protect our environment