Program and Operations Coordinator - AFHTO (Toronto)

Organization Name
Association of Family Health Teams of Ontario (Toronto)
Position
Program and Operations Coordinator
FTE Type
3 Month Full-Time Contract with possibility of extension
Address

400 University Avenue, Suite 2100
Toronto ON M5G 1S5
Canada

Phone Number
Closing date

Position Profile

The primary role as part of the AFHTO team is to support the effective delivery of AFHTO programs and operations. The Program and Operations Coordinator:

  • Provides operational, administrative and communications support to team members.
  • Leads the administration and maintenance of the website, membership database and coordinates IT support for the team.
  • Plans program events and meetings as well as provides technical support for virtual meetings and webinars.
  • Reports to the Manager, Finance and Corporate Affairs.

The individual in this role is expected to maintain the highest level of confidentiality of all AFHTO records and information.

Responsibilities

1. Operational, Administrative and Communications Support

  • Assist with planning and coordination of operations and program activities.
  • Support the development and revision of internal policies and procedures.
  • Oversee management of all assets including tracking warranties and monitoring replacement of devices and equipment.
  • Develop surveys and evaluations, collect data and prepare the initial data analysis.
  • Provide logistics support to team members for program events and meetings including:
    • Assist with scheduling and facilitation of webinars and meetings
    • Analyze attendance trends and make recommendations to staff during the planning phase
    • Oversee the editing of recordings to be uploaded on the AFHTO website and YouTube
    • Support staff to respond to resource-related inquiries for recordings and additional resources from meetings (registration page, slide decks, meeting minutes, general inquiries)
    • Take minutes of meetings (if required)
  • Preliminary procurement to identify costs, vendors, and suppliers for in-person meetings (TBD – organization currently works remotely).
  • Inventory management of office supplies as needed.
  • Respond to general member inquiries by e-mail and phone.
  • Project assistance as needed.

2. Website Management, Membership Database, and IT Support

  • Lead website administration, monitoring and execution for improved user experience
    • Improve website navigation for members to increase website traffic and decrease inquiries to staff inboxes
    • Lead website resource management for new and existing resources
    • Train/advise employees on best practices to utilize the AFHTO website
    • Maintain website’s career page, event page, resource uploads, landing pages, and webform creation
  • Support staff with directing members to resource-related inquiries uploaded onto the AFHTO website.
  • Monitor security and backup of the AFHTO website and all devices and equipment and collaborate with the IT Consultant and the website maintenance contractor.
  • Lead internal membership database content management
    • Maintain accuracy of data entries through back-ups and regular checks
    • Supervise and support mass data uploads
    • Lead membership database improvements
    • Develop queries and reports on demand for staff for advocacy, respond to inquiries, or to develop content to support AFHTO activities
  • Manage IT infrastructure, troubleshoot IT related issues with staff and liaise with IT consultant when necessary
    • Provide input, review, update, implement and/or train staff on software upgrades or improvements
    • Review software for use and efficiencies
    • Ensure functionality and efficiency of all devices and equipment
    • Provide webinar technical support

Position Requirements

  • Exceptional organization and data management skills required to manage multiple tasks, contact lists, track responses and prepare summary reports.
  • Attention to detail, ensuring work is processed accurately and efficiently.
  • Excellent verbal and written communication skills.
  • Bilingual in English and French is an asset (ability to write and speak fluently in both languages).
  • Excellent organizational skills with the ability to identify and manage priorities while delivering high quality results within deadlines.
  • Excellent time management, decision-making, organizational and problem-solving skills.
  • Proficiency in MS Office Applications (Outlook, Word, Excel, PowerPoint, Access), Office 365 apps, Adobe, Zoom and Microsoft Teams.
  • Technical skills to post, update and manage content on a website. Familiarity with Drupal would be an asset.
  • Good customer service and interpersonal skills, including the proven ability to establish and maintain effective working relationships with others.
  • Familiarity with primary care and Ontario’s Health System is an asset.
  • Ability to work independently with minimal supervision

Education/ Experience

  • Post-secondary education/training in business administration, project management or related field.
  • Prior experience as a Program Coordinator in the non-profit and/or health care sector for a minimum 2 years.
  • Relevant experience that demonstrates capacity to fulfill job responsibilities.

Contribute to the positive image of the organization

  • Maintain a positive attitude and working relationships with people inside and outside the organization.
  • Demonstrate willingness to assist others in a collaborative environment.
  • Uphold AFHTO policies and procedures.
  • Use the most effective and efficient method to fulfill job responsibilities and continue to improve the quality of same.

Personal Attributes

  • Highly organized with a good eye for detail and accuracy.
  • Flexible, self-directed and efficient.
  • Possesses diplomacy to deal effectively with members, health system stakeholders and external service providers, regardless of their position in their organizations.
  • Maintains confidentiality.
  • Excellent communicator and collaborates effectively in a small team.

Work Environment
The majority of work will be carried out virtually from home, at least until the beginning of 2022, with a possible and gradual return to the AFHTO office in Toronto.

Compensation
This is a full-time contract position until March 31, 2022, with the possibility of an extension. Annual salary is $45,000 with potential for benefits and pension.

Interested applicants should email a cover letter and résumé in confidence to hr@afhto.ca on or before Friday, December 10th, 2021 at 5:00 p.m.


We thank all applicants in advance however, only those under consideration will be contacted.

The Association of Family Health Teams of Ontario is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.