Type: Full-time

Work Location: Ottawa, Ontario; Hybrid

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 troubleshooting 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.

Experience 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 Program Coordinator include:

Online & Data

• Responsible for reviewing and verifying project data in SalesForce and ensuring all fields and forms involved with the exchange application process are working efficiently
• Responsible for the data entry of exchange project requirements, as per the program workflow
• Enters and verifies all budget related costs, collects invoices, and reconciles program files
• Assist group organizers, parents and youth in submitting online exchange project forms, as needed

Administration

• Ensures all relevant project 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
• Provides regular (weekly) Exchanges target updates and intermittent progress reports to the Manager
• Collaborates with team members from other departments as needed such as Communications and Finance, and joins in all staff weekly meetings

 Communication and Client Service

• Twins eligible exchange groups, and manages all communications with the groups pre, during and post travel
• 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 follow-up where necessary
• 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 related to the Exchange program
• Drives and supports a comprehensive outreach strategy to recruit new groups

 

Required Skills:

 

• Bilingual (French and English) mandatory
• Strong communication and diplomatic social skills
• Proficient in Salesforce CRM
• Experience in working in a team
• Self-motivated 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:

• Strong public speaking and presentation skills
• Able to travel within Canada
• Previous work experience with educators and/or school boards
• Research and analytical skills

Compensation:

Will be commensurate with experience and will be in the range of $50k to $60k 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 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.