Program Coordinator – Youth Thrive program (*New)

Program Monitoring, Quality Control, and Stakeholder Relations

• Maintains the quality of the program’s structure, workflow, and partnerships in line with the approved funding proposal to support the success of youth participants and placement organizations.
• Regularly monitors quality control and team performance against program targets to achieve expected results in line with The Career Foundation’s standards and the funder’s requirements.
• Establishes and manages program targets, deliverables, and milestones, allocating appropriate targets to team members.
• Oversees the program’s quality to all stakeholders to ensure the team delivers exceptional customer service and achieves target achievement.
• Monitors and maintains the case management model and ensures staff adherence to protocols and standards.
• Develops materials for workshops designed to teach independent job search skills and life skills to youth, and supports the team in facilitating these workshops, including periodically monitoring sessions to ensure quality and consistency.
• Maintains regular communication with the Manager and Director regarding program status and team performance in relation to funder requirements.
• Handles participant and stakeholder feedback, mediating issues as they arise.
• Addresses and effectively mediates conflicts or concerns between staff and clients when needed, exhibiting exceptional customer service skills, and seeks support from the Manager or Director as needed.
• Represents The Career Foundation at community partner meetings and develops partnerships with community service providers in Ontario to generate a diverse pool of referrals to the program, focusing on priority groups identified by the program’s government funder, including Indigenous, Black, racialized, 2SLGBTQI+, and persons with disabilities.
• Fosters positive relationships with the program’s funder and community partners.
• Performs other relevant duties as needed.

Staff Management  

• Cultivates a positive and collaborative working environment, maintaining an open-door policy to provide team members with easy access to advice, feedback, and suggestions.
• Provides leadership, motivation, and expertise to the team in all areas of program delivery. 
• Coordinates staff training, including leading and overseeing onboarding and training for all new team members.
• Regularly reviews role-specific training curriculum and makes updates in collaboration with the Manager and HR as needed.
• Conducts quality performance management daily, including: providing constructive feedback, coaching, and direction to staff members who are not meeting performance expectations to help them improve; recognizing staff members performing well and providing opportunities for further growth and development, wherever possible; documenting regular performance discussions and ensuring formal performance reviews are completed at required intervals; and implementing disciplinary actions, including terminations, when needed through consultation with senior leadership.
• Demonstrates patience, open-mindedness, and respect at all times when managing the team, ensuring that everyone feels heard, valued, and engaged and is operating at their highest potential for their best interest and that of fellow team members and clients.
• Leads weekly team meetings to case conference, share progress towards goals, and leads the team in troubleshooting/ brainstorming issues.
• Ensures that all team members adhere to The Career Foundation’s Policies and Procedures Employee Handbook. 
• Prioritizes recruitment when a vacancy on the team must be filled, including actioning interviews in a timely manner when recommended by the HR department.
• Oversees staff attendance, including review and approval of vacation and other absence requests.
• Performs other relevant duties as needed.

Reporting & Administration

• Oversees the quality of documentation maintained by the team of participant files and service records in mandatory data management systems.
• Regularly communicates and provides reports when requested to the Manager and Director regarding the team’s progress towards goals, compliance with the funder’s guidelines, and The Career Foundation’s internal standards of practice.
• Prepares funder reports, business plans, and other communications required for the program for review by senior management.Responds promptly to funder requests for information and support.
• Manages policy sign-off requirements and other correspondence with the team in a timely manner when directed by HR.
• Collects and updates statistical information as needed.
• Coordinates the retrieval of client files for the Director of HR when a request is received in accordance with The Career Foundation’s Privacy Policy for access to personal information.
• Performs other relevant duties as needed.

Budget Management

• Maintains, tracks, and administers the program’s budget with accurate and up-to-date data.
• Regularly reviews and reconciles budget expenditures with the Finance team.
• Assumes accountability for all related expenditures and budget outcomes.
• Oversees and approves staff expenses in accordance with related policies.
• Performs other relevant duties as needed.