Job Summary:
The Community & Programs Coordinator plays a central cross-functional role at the intersection of community programming and fundraising. Reporting jointly to the Director of Community Programs and Services and the Director of Development, this position contributes to the planning, coordination, and promotion of community-based programs for seniors, alongside community outreach and fundraising initiatives.
Through its support of communications and marketing, membership and donor database management, and participant and donor engagement, the role helps strengthen relationships, enhance visibility, and connect the organization’s programs with its broader community of supporters.
The position operates with a moderate degree of autonomy, coordinating day-to-day program and event activities, and supporting the Director of Development and the Director of Community Programs and Services in achieving organizational objectives.
Key Accountabilities:
Communications, Marketing & Community Outreach
- Supports the design and development of communications and promotional materials for both community programs and fundraising initiatives, including calendars, newsletters, and promotional materials, under the direction of both Directors.
- Assists in creating content for social media, website updates, and outreach activities, tailored to program participation, donor engagement, and community awareness.
- Supports community outreach and engagement efforts aimed at increasing program and organization’s visibility, participation, and strengthening donor and community relationships.
- Assists with donor-related communications and stewardship materials, including acknowledgments and event communications.
- Supports tracking and organization of communications and engagement activities, including basic metrics and database coordination, as directed.
- Develops and executes program-related communications including calendars, newsletters, and promotional materials.
- Creates and manages content for social media, website updates, and community outreach initiatives.
- Collects and curates stories, testimonials, photos, and impact content to support engagement and reporting.
- Ensures consistency in branding, tone, and messaging across all communication platforms.
- Supports outreach strategies to increase program visibility, participation, and community partnerships.
Program Coordination & Delivery
- Coordinates, implements, and supports community-based programs for seniors.
- Facilitates programs in an inclusive, engaging, and supportive manner.
- Ensures programs align with participant needs and organizational objectives.
- Coordinates logistics including scheduling, materials, room setup, and basic technology.
- Monitors participation, gathers feedback, and supports continuous program improvement.
- Serves as the primary point of contact for participants, volunteers, instructors, and guest speakers, ensuring smooth day-to-day program operations.
- Coordinates and supports volunteers involved in program delivery, providing guidance and ensuring a positive and effective experience.
- Coordinates, schedules, and liaises with volunteers, facilitators, instructors, and guest speakers to support effective program delivery.
- Provides orientation, guidance, and ongoing support to volunteers and facilitators to ensure consistency and quality of programs.
Event Planning & Execution
- Supports the planning, coordination, and execution of fundraising events, community events, and donor engagement activities.
- Coordinates logistics including registration, vendor communication, materials, signage, and on-site operations.
- Assists with promotional strategies and event communications.
- Tracks event participation, expenses, and outcomes, and supports post-event reporting and reconciliation.
- Ensures events reflect organizational standards and provide a positive participant and donor experience.
Administrative, Data & Operational Support
- Supports administrative and operational functions across both Community Programs and Development Office departments, as directed by the Director of Community Programs and Services and the Director of Development.
- Manages program registrations, attendance tracking, and related reporting with a high degree of accuracy.
- Maintains organized, accurate, and up-to-date donor and program participant records in the membership and donor databases, and filing systems for both program participants and donors. donor and membership records, including data entry, updates, and basic database coordination.
- Monitors and manages supplies, materials, and inventory for programs, events, and related activities.
- Supports reporting and basic data tracking related to program participation, donor engagement, and overall activity trends.
- Ensures confidentiality, security, and integrity of all participant, donor, and organizational information.
- Assists with general administrative tasks as needed.
JOB SPECIFICATIONS:
Knowledge:
- Communications, Marketing & Content Support
- Knowledge of communications and marketing practices, including preparing and adapting content for newsletters, social media, email campaigns, and promotional materials.
- Strong communication skills across in-person and digital platforms.
- Familiarity with digital tools such as Canva, InShot, Mailchimp, Constant Contact, and Hootsuite.
- Understanding of fundraising processes, including donor communications, acknowledgments and events.
- Knowledge of maintaining accurate membership on Communal and donor records on Donor Perfect, including database management and basic reporting.
Experience:
- Experience maintaining accurate membership and donor records, managing program and donor databases, and supporting basic reporting.
- Administrative & Organizational Skills
- Strong attention to detail with the ability to manage multiple tasks, maintain organized systems, and support daily operations efficiently.
- Knowledge of program and event coordination, including registrations, logistics, materials preparation, and follow-up.
- Understanding of community-based programming and senior engagement principles.
- Understanding of fundraising, donor relations, and non-profit operations is an asset.
- Knowledge of marketing and communications tools, digital strategies, and audience engagement approaches.
- Minimum 2-3 years of experience program coordination, community engagement, marketing, communications and fundraising.
- Experience working with seniors, donors and volunteers is strongly preferred
- Experience supporting events, communications, and/or fundraising initiatives is an asset.
- Experience working with volunteers and external stakeholders is preferred.
Skills:
- Strong digital marketing and communication skills, including designing promotional materials using Canva, creating short-form videos and reels using InShot, and developing engaging social media content.
- Strong organizational and project coordination skills, with the ability to manage multiple priorities and meet deadlines.
- Excellent written and verbal communication skills.
- Strong interpersonal and relationship-building skills, with the ability to effectively engage participants, volunteers, and community partners.
- Ability to work independently with initiative, accountability, and sound judgment.
- Strong attention to detail and accuracy in administrative and data-related tasks.
- Proficiency in Microsoft Office (Word, Excel, Outlook), Canva, Mailchimp, InShot, and database/CRM systems (donor perfect and Communal)
WORK CONDITIONS
- Combination of office and community-based work environment.
- Regular interaction with seniors, volunteers, and community members.
- Occasional evening and weekend work required to support programs and events.
- Light physical activity including lifting, setup, and standing for extended periods.
Pay: From $25.00 per hour
Benefits:
- Extended health care
- Paid time off
- RRSP match
Work Location: In person
