POSITION: Youth Exchange Senior Program Coordinator

TYPE: Full-Time

ORGANIZATION: Experiences Canada

CLOSING DATE: Undetermined

Overview

Reporting to the Senior Manager, the Senior Program 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 troubleshooting with our online learning platforms. This bilingual position requires strong administrative, organizational, interpersonal and client service 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.  

Experiences Canada’s Mission  

We offer transformational practical and learning opportunities to Canadian youth creating safe, fun, memorable experiences that deepen their connection to their peers, community, and their country. Our exchanges and youth-centered educational and career resources enrich personal relationships and build confidence and skills.  

Main Responsibilities

The main duties and responsibilities of the Youth Exchange Senior Program Coordinator include:

Client Service/Outreach  

• Collaborates with group organizers and other stakeholders such as parents to review program objectives and schedules and assist groups in submitting project applications  
• Twins eligible exchange groups, acts as primary contact with group organizers, and manages all their communications pre, during and post travel  
• Liaises with travel agency to plan and confirm travel arrangements  
• Staffs the emergency cell phone (to support groups in transit) according to a shared timetable  
• Leads issues resolution with clients (participants, group organizers, parents, school boards, etc.), identifying and escalating key issues to Senior Manager where needed.   
• Participates in conferences as a representative of Experiences Canada, and presents information sessions and workshops about the program as required  
• In collaboration with team members, supports a comprehensive outreach strategy to recruit new participant groups  
• Provides regular (weekly) Exchanges target updates and intermittent progress reports to the Senior Manager  
• Supports Senior Manager in preparing program reports to funders and senior management 

Data Management 

• Responsible for reviewing and entering exchange applications into Salesforce, and ensuring all fields and forms involved with the exchange application process are working efficiently and that eligibility criteria have been met.  
• Responsible for the overall data entry and verification of exchange projects, including all travel-related costs.  
• Connects group organizers to the e-learning platform modules and information, and assists with queries when required  
• Supports Senior Manager in data analysis and reporting 

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  
• Updates and edits documents in English and French to reflect program changes  
• Collaborates with team members from other departments as needed and joins in all-staff weekly meetings 
• Develops and manages program improvement initiatives/projects, such as the updating of exchange program guidelines, forms and learning modules, developing and launching performance measurement tools, etc.   

Required Skills  

• Bilingual (French and English) mandatory  
• Strong communication and diplomatic social skills  
• Experience in working in a team and providing excellent client service 
• Project management experience  
• Self-motivated and takes initiative  
• Detail oriented  
• Ability to multitask and transition efficiently to multiple projects  

Additional Assets  

• Strong public speaking and presentation skills in French and English 
• Experience working in Salesforce CRM  
• Able to travel within Canada  
• Previous work experience with educators and/or school boards  

Compensation 

Will be commensurate with experience and will be in the range of $55k to $65k with competitive benefits package, RRSP contribution, and summer hours. 

To Apply:

Please send both a cover letter and résumé to dprashad@experiencescanada.ca.

Put ‘Youth Exchange Senior Program Coordinator’ in Subject header.

Note:

We thank all candidates for the responses to this advertisement. However, we regret that we will only be contacting short listed candidates.