Program and Data Coordinator - Alzheimer Society of Ontario

Sep 26, 2020
Toronto, Ontario
Entry Level, Early Career

The Alzheimer Society’s vision is a world without Alzheimer’s disease and other dementias. Our mission is to alleviate the personal and social consequences of Alzheimer’s disease and related dementias and to promote research.

OUR VALUES

Collaboration Accountability Respect Excellence

The Alzheimer Society is an equal opportunity employer and we are dedicated to building a workforce that reflects the diversity of our communities in which we live and serve. We are also committed to inclusive, barrier-free recruitment and selection processes in accordance with the Human Rights Code and AODA and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Program and Data Coordinator

Reports to: Manager, Program and Volunteer Development

Supervises: n/a

Job Summary

The Program and Data Coordinator provides administrative support by gathering provincial statistics from 29 local Societies to inform reports, inputs provincial data and compiles results from program surveys. The coordinator also supports in person and online meetings as required. Packaging and shipping of materials is also a function of the role. The Program and Data Coordinator works as part of the program and public policy team, and reports to the Manager of Program and Volunteer Development.

Essential Duties and Responsibilities:

U-First! Education Program Coordination

  • Independently coordinate U-First! Workshops and Online Courses
  • Respond to requests for information from organizations, facilitators and participants
  • Pair organizations with trained facilitators
  • Set up online courses and manage participants
  • Coordinate workshop/course registration
  • Regularly communicate with facilitators, hosts and participants
  • Prepare and ship material packages
  • Maintain program material inventory
  • Prepare invoices and track financial information related to the program
  • Collect, maintain and report on program data

Meeting Coordination

  • Assist with organizing online and in person meetings
  • Poll meeting participants for scheduling
  • Send meeting invitations
  • Prepare meeting materials
  • Communicate with meeting participants
  • Take meeting minutes
  • Complete follow up activities

Event Planning and Management

  • Coordinate planning for online and in person meetings
  • Work event manager to identify meeting needs
  • Identify suitable venues and work with selected venue to contract and manage event logistics
  • Communicate with event participants to provide information and respond to requests (e.g. mobility, communication or dietary needs)
  • Manage registration process including maintaining and reporting on the registration list, monitoring registration fees
  • Prepare event materials including handout packages, name tags, presentation files
  • Provide onsite support as needed including event setup and clean up, registration, note-taking, communication with hotel/location lead
  • Support post-event evaluation and communications, such as the dissemination of event followup 
  • Ensure payment of expenses related to the event such as hotel costs and participant expense reimbursement Data Collection
  • Collect data from local Societies and input into a provincial spreadsheet for reports (monthly or quarterly basis)
  • Review communications, data sheets and other documents to ensure accuracy
  • Communicate with local Societies and ASO program team regularly including requests for data/information, reminders, responses to requests for clarification, follow-up when deadlines are not met
  • Develop and maintain spreadsheets to track data/information
  • Compile survey results and enter data into relevant documents/spreadsheets/databases

General Administrative Duties

  • Take initiative, sending reminders to team members to assist with workflow and federation communications as required
  • Maintain online material/resource libraries (Connexion, Shared Network drive)
  • Plan and handle shipments of materials as required
  • Communicate with local Societies and external partners as directed by the programs team and ensure accuracy of message
  • Prepare documents for distribution
  • Create invoices for billing
  • Other duties as required

 

Job Qualifications

Education:

  • University Degree in Business Administration, Commerce or related field would be considered an asset
  • A combination of education and experience will also be considered

Experience:

  • Up to three years of previous direct experience in an administrative, coordinator and/or project role
  • Previous experience in a not-for-profit organization is an asset

Other Knowledge, Skills, Abilities or Certifications:

  • Sound knowledge of project coordination
  • Excellent working knowledge of MS Office, Adobe Acrobat, virtual platforms (e.g., Zoom), and survey applications
  • Proven and demonstrated organizational, planning and time management skills, including handling multiple, concurrent issues and tasks, with an ability to prioritize and recognize the significance of unusual or urgent situations
  • Effective analytical and problem-solving skills
  • Excellent client service and interpersonal skills
  • Exemplary written, verbal, and listening communication skills
  • Proven track record of working successfully in a fast-paced environment
  • High degree of professionalism and integrity • Ability to take initiative and work proactively is absolutely essential
  • Demonstrated attention to detail is essential
  • Commitment to teamwork, innovation and continuous improvement

We thank all who apply, but only those selected for an interview will be contacted.

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