Program Coordinator

Application Deadline: December 10, 2025

Expected Start Date: January 5th, 2025

Program Coordinator, Mothers Matter Canada

Location: Hybrid (Metro Vancouver) or Remote (Rest of Canada)

Language Requirement: Bilingual French and English

Mothers Matter Canada seeks a values-aligned, bilingual Program Coordinator to join our At Home In Canada team. As the Program Coordinator you’ll provide high-level, proactive coordination to support the three Program Directors to support relationships with over 40 partner organizations. This work will include creating and maintaining streamlined partner communications, in-person meeting and travel logistics, administrative support, and reporting and data integrity.

This role is essential to the smooth functioning of program operations as the At Home In Canada Program continues to grow in national scope. The role requires discretion, excellent communication skills, strong organizational ability, and comfort with a mix of operational, technical and administrative tasks.

This position is ideal for someone who is looking to support a motivated national team, who is committed to equity, newcomer inclusion, women’s rights, and community-based programming, and who is looking to spend the next chapter of their career within a national, high-impact organization.

The selected candidate will receive training and support to understand the organizational systems (like ETO: Efforts To Outcomes) to support them in carrying out their jobs.

About Mothers Matter Canada

Mothers Matter Canada creates and oversees innovative, data-driven, community-based programs that address social isolation and economic vulnerability for mothers. These programs empower mothers and their children to achieve sustainable livelihoods and fulfilling lives. Together with our national network of delivery partners, we create welcoming environments that provide education, social support, advocacy, and encouragement.

Key Responsibilities

1. Administrative & Program Support (30%)

• Provide day-to-day administrative support to Program Directors, including scheduling, meeting preparation, follow-up, and documentation.
• Prepare correspondence, format documents, and support the creation of program materials.
• Support Directors in maintaining consistent communication with program sites.
• Maintain organized digital files and ensure accurate documentation across program systems.

2. Coordination With Partners & Stakeholders (20%)

• Act as a first-line point of coordination with program partners based on needs identified by Directors.
• Support preparation and coordination of in-person and virtual partner meetings.
• Track and follow up on action items with community partners as required.

3. Data & Reporting Support (20%)

• Compile ETO (Efforts to Outcomes) reports for Directors to support partner monitoring for model fidelity and outcomes as required.
• Conduct initial data checks to support data integrity, flag inconsistencies, and assist partners in troubleshooting basic data input and export questions.
• Support the preparation of monthly, quarterly, and annual reports for internal, funder, and partner requirements.

4. Training Support & Event Logistics (25%)

• Provide logistical and administrative support (registration, materials, agendas, communication, scheduling, and follow-ups, etc.) for:
  • Annual partner onboarding and training sessions (in-person and virtual)
  • Monthly partner information exchanges
  • Other capacity building initiatives for partner staff
  • Program related partner professional development and training

5. Communications & Knowledge Sharing (5%)

• Support the development of light knowledge products (summaries, notes, templates).
• Assist with the production and translation of bilingual materials.
• Help coordinate sending updates, reminders, and communications to partner organizations.

Essential Qualifications

• English/French bilingual
• Bachelor’s degree in social sciences, education, or community development + 2 years of relevant professional experience
• Or 5+ years experience working in social sciences, education, community development, or a related field (settlement and integration programming or community-based services.)
• Understanding of issues affecting newcomer, refugee, and immigrant families, especially women and children.
• High level skills and experience work in and with Google Workspace, Zoom, spreadsheets, CRMs/databases.
• Willingness to learn new systems (ETO training provided).
• Exceptional written and verbal communication skills; document-preparation ability.
• Strong calendar and travel management experience and the ability to manage conflicting priorities with discretion and efficiency.
• Solid organizational/process-documentation skills and comfort owning day-to-day systems (digital filing, onboarding accounts, permissions).
• A collaborative, respectful, team-oriented approach.

Preferred Qualifications

• Experience working or volunteering with home-visiting/early childhood programs.
• Familiarity with performance measurement, community reporting, or ETO-like systems.

Measures of Success

1. High-Quality Coordination & Partner Support: High levels of partner satisfaction with communication, responsiveness, and clarity of follow-up, as measured through quarterly feedback or informal check-ins. And all partner inquiries receive a response within 1–2 business days, with accurate information and timely escalation when needed.
2. Reliable, Accurate Data & Reporting: All ETO reports submitted on time agreed with program directors with data accuracy consistently maintained through proactive data checks, partner troubleshooting, and early identification of gaps.
3. Seamless Administrative & Operational Support: Director calendars, meetings, and travel logistics coordinated without missed deadlines and efficient meeting preparedness (agenda circulated, materials ready, notes filed). Digital filing systems remain up-to-date, searchable, and complete, with no missing documentation.
4. Effective Training Delivery & Event Logistics: All programmatic capacity building training (in-person and virtual) delivered with smooth execution, registrations on time, materials ready, efficient post-meeting/session follow-ups, and effective partner engagement.
5. Clear, Consistent, Bilingual Communication: All partner communications (updates, reminders, summaries) are produced with high clarity, accuracy, and consistency, requiring minimal revisions. Knowledge products (templates, summaries, notes) produced at a professional standard and delivered within agreed timelines.

What We Offer

• Supportive team culture grounded in dignity, equity, integrity, innovation, and collaboration.
• Opportunities for professional development and growth.
• Hybrid work model for Metro Vancouver based employees (2 days/week at MMC’s Vancouver office).
• Health & dental benefits and RRSP options.
• Generous holiday office closure and floating holiday policy.

How to Apply

Please submit your CV and a short cover letter through Charity Village.

Salary: $61,200 annually