Contract Project Coordinator for DEIB Project

DEIB Project Coordinator (Contract Role)

Project: Diversity, Equity, Inclusion & Belonging (DEIB) Initiative

Lead Agency: Catholic Family Services of Toronto

Duration: 20-Month Contract (Part-Time)

Reporting To: Director of Programs & Services

1. Purpose of the Role

The DEIB Project Coordinator will provide project coordination and

implementation support for the multi-agency DEIB initiative across five Catholic Family Services agencies. This is a contract role focused on project management, coordination, and implementation.

Working under the direction of the Director of Programs & Services, the Coordinator will be responsible for coordinating logistics, managing timelines, organizing audits and focus groups, ensuring documentation is complete, tracking deliverables, and maintaining communication flow across agencies and committees.

2. Scope of Responsibilities

A. Project Management & Timeline Oversight

• Develop and maintain a detailed project workplan aligned with the 20-month phased implementation plan.
• Track milestones, deadlines, and deliverables across all participating agencies.
• Maintain a project dashboard and reporting tracker.
• Identify risks or delays and escalate appropriately to the Director of Programs & Services.
• Ensure version control and organized storage of all project documentation.

B. Audit & Focus Group Coordination

• Coordinate logistics for DEIB agency audits.
• Organize and facilitate focus groups with Board members, leadership teams, frontline staff, and (where appropriate) community stakeholders.
• Prepare discussion guides in consultation with the Director and project committee.
• Take detailed notes and prepare summary reports.
• Compile data and documentation to support analysis and reporting.

C. Meeting & Stakeholder Coordination

• Schedule and coordinate meetings across agencies.
• Ensure appropriate stakeholders are identified and invited.
• Circulate agendas, background materials, and follow-up documents.
• Take minutes and track action items.
• Follow up with responsible parties to ensure completion of assigned tasks.

D. Policy & Documentation Management

• Collect relevant policies and documents from each agency.
• Develop and maintain a policy tracking matrix.
• Support document comparison and organization for review purposes.
• Ensure updated policies and tools are archived and accessible.

E. Training & Workshop Logistics

• Coordinate staff DEIB training sessions.
• Manage scheduling, materials, technical setup, and attendance tracking.
• Support consultants/trainers during delivery.
• Collect evaluation forms and compile feedback summaries.

F. Communication & Reporting

• Prepare regular project update summaries for the Director of Programs & Services, and Committees.
• Maintain a shared document repository (e.g., Teams/SharePoint/Drive).
• Ensure clarity, transparency, and timely updates across agencies.

G. Knowledge Exchange & Final Deliverables Support

• Coordinate cross-agency workshops and knowledge-sharing sessions.
• Support compilation of the revised DEIB Toolkit.
• Assist with preparation of the final project report and sustainability recommendations.
• Track evaluation indicators and documentation needed for final reporting.

4. Nature of the Contract

• Part-time contract (estimated 10–15 hours per week).
• Fixed-term (20 months).
• No independent decision-making authority on strategic DEIB direction.
• Accountable to the Director of Programs & Services.

5. Desired Qualifications & Experience

• 3–5 years experience in project coordination, program management, or organizational initiatives.
• Experience working within nonprofit, social service, healthcare, or community sectors preferred.
• Demonstrated ability to coordinate multi-stakeholder initiatives.
• Experience facilitating focus groups or structured discussions.
• Strong documentation, organization, and communication skills.
• Familiarity with DEIB, anti-racism, or organizational change work is an asset.

Preference may be given to candidates with lived experience and demonstrated understanding of barriers faces by equity-seeking communities.

6. Indicators of Success

• Project milestones met on schedule.
• Documentation complete, organized, and accessible.
• Focus groups successfully conducted with meaningful participation.
• Meetings well coordinated and action items tracked.
• Timely communication updates to committees.
• Positive stakeholder feedback regarding coordination and support.

7. Summary

This contract role is designed to ensure effective implementation processes, consistent documentation, and cross-agency coordination throughout the DEIB initiative. It strengthens operational execution while strategic leadership remains with the Director of Programs & Services and governance structures.

The inclusion of optional facilitation responsibilities allows flexibility should the selected candidate possess the depth of expertise required to support internal capacity building in later phases.