Program Coordinator, Community Education and Training

Identifying Information

Job Title: Program Coordinator, Community Education and Training

Program Area: Community Education and Training

Job Level: Program Coordinator

Reports to: Manager, Community Education and Training

Job Type : Permanent Full Time

Salary : $41,061 -$55,925 per annum

Organization Summary

CMHA-Edmonton is a non-profit organization whose mission is to ensure that all people experience good mental health and well-being. We increase the awareness and understanding of mental health, mental illness, recovery, and suicide prevention through education. We support the resilience and recovery of people in distress including those affected by mental illness or suicide by providing crisis intervention; safe, long-term and affordable housing; peer support; suicide grief and family support; information and referral support; and providing opportunities to improve your wellness.

Job Summary

Reporting to the Manager, Community Education and Training, the Program Coordinator Community Education and Training will provide coordination, promotion, and administration support functions for a variety of program areas across the CMHA-Edmonton Community Education and Training department. The position is responsible for the following operational activities:

Areas of Responsibility

Logistics

Coordinates workshops provided in-person, online, and in hybrid format for Community Education and Training by:

• Setting dates for courses and workshops
• Confirming availability and scheduling of Peer Facilitators
• Collecting and following up on accuracy of timesheets for Peer Facilitators, processing and submitting to Manager for signing and submission to payroll
• Preparing contracts for external facilitators and arranging for signatures
• Booking required training facilities, virtual meeting spaces, and any needed audio/visual (AV) and tech equipment
• Follow up and respond to any concerns workshop facilitators have regarding room layout, AV and tech, supplies, etc.
• Set up for, and cleans up after each in-person or hybrid workshop
• Ensures all supplies and materials required for the workshops are ordered or printed in advance
• Ensures all coffee, tea, and refreshment supplies are set up for in-person courses and workshops and refill as needed during the workshops

Outreach & Promotion

• Regularly updates website content for promotion and registration of Recovery College, Stronger Communities, and Peer College courses and workshops
• Develops content for a quarterly catalogue publication to promote courses and workshops
• Works with Fund Development and Communications team to develop social media content, blog posts, and other promotional materials as needed
• Works with Manager and the Fund Development and Communications team to develop and update a rolling marketing plan for widespread promotion of Community Education and Training brands of Recovery College, Stronger Communities, Peer College, and Talk Today
• Actively reaches out to community organizations and businesses to promote and generate revenue from delivery of brand courses and workshops

Registration and Evaluation Processes

• Works with Fund Development and Communications Team and with Finance team to develop seamless processes for learner registration and course or workshop payment:

• • Develop registration intake forms, receives and tracks all course and workshop participant registrations, including automated or manual confirmation follow up as needed
  • Process and track credit card payments for courses and workshops and follow-up with registrants where there are errors in the registration or payment is missing
  • Work with Finance team to code and reconcile PayPal transactions
  • Support the development and implementation of automated payment processes
  • Explore opportunities for use of a Learning Management System

• Confirms participant attendance with Peer Facilitators or external facilitators, and makes appropriate arrangements for completion and distribution of workshop or course certificates to participants
• Develops evaluation forms and works with course facilitators to follow up with registered participants, to collect and analyze inputs from evaluation forms and to provide feedback to facilitators.

Program Administration

• Handles all calls, emails, and other inquiries regarding Community Education and Training courses and workshops
• Develops and updates a Program Manual for of Community Education and Training which outlines the step-by-step processes to be followed in coordinating logistics for courses and workshops
• Processes incoming invoices and reimbursements for course facilitators and other program vendors, and prepares corresponding cheque requisitions
• Supports the development, document management, and updating of the SharePoint site for Community Education and Training
• Supports Manager with any data and reporting requirements as needed.

Course Development

• Creates and supports co-development opportunities and projects with community agencies and community members
• Supports Manager to develop new approaches for external, third-party course development, licensing, piloting, and delivery
• Maintains a current inventory of course and workshop curricula, outlines, materials, and other documents, ensuring consistency of format and using clear, simple language
• Supports development of any certification processes as needed for each course and workshop

Qualifications/Experience

• A Bachelor degree is required. A combination of education and experience may also be considered
• Minimum of 3 years related experience in a coordinator role where administrative support was a significant part of the role
• Acceptable attainment and maintenance of a Police Information Check with a Vulnerable Sector Check and an Intervention Record Check
• Attainment and maintenance of a First Aid Certification
• Attainment and maintenance of a Mental Health First Aid Certification

Skills/Abilities

• Strong interpersonal, verbal and written communication skills
• Ability to work independently, set priorities, meet deadlines and allocate time and resources effectively
• Organizational skills with a keen attention to detail, a high degree of accuracy, and excellent time management and prioritization skills
• Ability to deal effectively with the other staff, the public, stakeholders and community agencies and maintain good relations
• Ability to work effectively in a multi-program and multi-task environment
• Ability to deal with challenging situations and work with individuals with diverse personalities
• Ability to effectively use Microsoft Office, Simply Accounting and/or ACCPAC, and be able to work with databases (preference for Microsoft ACCESS)

Required Training for the Position

Within the first 3 months of employment:

• Indigenous Cultural Awareness Training

• Discrimination and Harassment Training
• Diversity and Cross-Cultural Training
• Trauma Informed Care

Within the first 6 months of employment:

• First Aid
• Mental Health First Aid
• GBA+ Training