Program and Events Coordinator

• Generous vacation including all Jewish holidays
• Great culture - we’re always here to help each other out!

Since 2006, Chai Lifeline Canada has been providing services to children and families who are impacted by chronic or life-threatening illness. In this dynamic role, you will positively impact families as they navigate through difficult times and contribute to a more caring and connected community. At Chai Lifeline Canada, you will be part of a dynamic team that is dedicated to living our core values and leading with integrity and mutual respect. We provide care and love to families in need and, in doing so, we carry out our roles with empathy, dedication and humility.

The Program and Events Coordinator 's role is to plan, coordinate and facilitate engaging programming and events for our client families and children, our fundraising events, and our summer camp program. Programming is designed with current families in mind and is planned in association with the Fundraising, Family Services and Volunteer departments. Every day will bring new challenges, learning experiences and opportunities to make a difference in the lives of the children and families we support.

Responsibilities will include:

• Family Programs and Events
  • Plan, coordinate and facilitate:
    • Family events and holiday celebrations
    • Big Sibling events
    • Shining Stars (after school program)
    • In-hospital events
    • Out of province trips/programs (American Dream Mall and Penina’s Helping Hand Disney Trip)
  • Develop event schedules, secure venues, vendors, entertainment, and ensure all materials (catering, décor, prizes, supplies, swag bags) are organized and prepared.
  • Book transportation and accommodations, including flights and busing
  • Manage event set-up, on-site execution, and clean-up, ensuring smooth event flow.
  • Prepare and track program materials, supplies, and inventory.
  • Communicate with families to share information, gather needs, and ensure accessibility, dietary, and medical considerations are addressed.
  • Work in collaboration with relevant departments to ensure event needs are met
  • Collaborate with the Volunteer Department to ensure volunteer needs for events are communicated, scheduled, and supported.
  • Support safety and risk-management processes, including waivers, medical information, and emergency planning.
  • Maintain event records, reports, and post-event feedback summaries.
• Camp Lifeline - Camp Lifeline is designed to give children suffering from lifelong/chronic illness, as well as children whose family members are suffering from illness, a chance to enjoy an exciting summer day camp experience without feeling any limitations.
  • In collaboration with our office staff, plan Trip Camp, an exciting and fun-filled 3-4 weeks of day camp
  • Recruit staff, organize transportation, book trips and create the magical Camp Lifeline spirit that we’re so proud of
• Plan daily camp activities and create an activity schedule
• Ensure safe practices, adequate training and a healthy camp environment is provided
• Liaise with the Family Services team to discuss any special needs of the campers
• Order camp equipment and supplies
• Ensure adequate insurance is in place
• Order meals, transportation logistics, as well as ensuring the wellbeing of the campers
• Modify activities for campers when needed
• Keep records and document processes as required
• Arrange and run staff meetings
• Lead camp activities as needed
• Set a good example for all the staff
• Creating daily/weekly newsletter to send out to parents
• Creating a camp photobook using an online platform (Shutterfly/Canva), which will be shared with donors.
• Discuss and implement budget with Director of Operations
• Other duties as assigned.

Qualifications:

• 5+ years of experience in event planning, program coordination, or a related field, including supervisory experience in a camp environment.
• Must be an enthusiastic, energetic and fun-loving role model
• Excellent interpersonal and communication skills
• Excellent organization, multitasking, and attention to detail
• Highly motivated with the ability to work in a collaborative team or independently
• Ability to manage budgets and monitor expenses
• Strong leadership skills, with the ability to hire, train, and oversee camp employees and volunteers
• Flexibility to work evenings and weekends will be required (5-10% of the time)
• Must have a valid driver’s license and access to regular use of a car
• Comfortable being in hospitals and interacting with children and parents who have serious illnesses
• Proficient in Microsoft suite and WhatsApp (must have a smart phone)
• Experience in the non-profit sector is an asset
• Ability to works well under pressure and manage competing priorities
• Trustworthy with confidential information
• Experience with planning and developing camp curricula is an asset
• Experience working with children
• Passion for the work of Chai Lifeline Canada and to positively impact our community
• Depth of knowledge of the Toronto and Canadian Jewish community

Chai Lifeline Canada is committed to inclusive and accessible recruitment practices to applicants with accessibility needs in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disability Act (AODA). Reasonable accommodations are available on request for candidates with disabilities taking part in all aspects of the selection process.