Program Operations Coordinator

Job Description:

Position Title: Program Operations Coordinator

Reports To: Program and Community Engagement Director
Employment Type: Permanent Full-Time

Salary: Starting At $26.00/hr

Hours: Mainly Monday to Friday Mornings/Days – With Some Evening & Weekend Requirements
Location: Summerside, PEI

Benefits: Yes

POSITION SUMMARY

The Program Operations Coordinator is responsible for supporting the efficient, consistent, and high‑quality delivery of BGC Prince County programs in Summerside. Key functions include managing program registrations, assisting with attendance planning, supporting staff scheduling processes, administering parent and guardian surveys, and completing routine operational reviews. The Coordinator also provides supervisory support by assisting the Program & Community Engagement Director in overseeing program staff to ensure adherence to organizational standards, safety requirements, and program expectations. In collaboration with the Administrative Assistant, the Coordinator ensures families receive accurate, timely, and professional communication regarding program operations.

In addition, the Program Operations Coordinator serves as a SNAP Program Facilitator, co‑facilitating and delivering the SNAP (Stop Now And Plan) program under the guidance of the SNAP Lead. Responsibilities include supporting group session delivery, assisting with intake and assessment processes, maintaining accurate documentation and data records, contributing to case management and follow‑up procedures, and supporting ongoing program evaluation. The Coordinator works closely with the SNAP Lead and community partners to ensure SNAP programming is delivered in alignment with established standards and organizational expectations.

KEY RESPONSIBILITIES

1. Program Operations & Scheduling

• Build daily/weekly staff schedules as well as daily program schedules in collaboration with the Program & Community Engagement Director and the Program Quality & Design roles.
• Support the Program & Community Engagement Director by monitoring staff performance and conducting other general HR duties.
• Maintain the program operations calendar (deadlines, rotations, events, surveys, registrations, PD/storm days) and ensure that it is accessible for the program team.
• Complete daily program operations checks (flow, timing, resources, transitions, group ratios, program quality).
• Flag operational risks or gaps and recommend immediate adjustments to the Program & Community Engagement Director.
• Maintain he payroll system for the Program Department ensuring proper documentation and submission of hours based on software data.

2. Attendance & Registration Management

• Responsible for processing program registrations, waitlists, confirmations, cancellations, and follow-up.
• Create daily attendance projections.
• Ensure accurate attendance records and follow up on discrepancies.
• Maintain timely updates to families regarding registrations and schedules.

3. Program Quality & Evaluation

• Conduct routine program observations, documenting observations and collaborate with the Program & Community Engagement Director to ensure operational standards are adhered to.
• Assess program strengths and areas that can be improved on through ongoing assessments.

4. Support the Administrative Assistant Position

• Serve as the primary point of contact to assist the Administrative Assistant for inquiry routing and other functions of the Administrative Assistant (not as a supervisor – as a primary point of contact and informing the Program & Community Engagement Director on an ongoing basis).
• Ensure the Administrative Assistant has accurate, up-to-date information for inquiry routing.
• Assist in determining correct direction of inquiries.
• Take the lead responsibility for program registrations, waitlist management, attendance records, and attendance projections.
• Review daily attendance to ensure projections are accurate with the daily attendance.
• Act as the main liaison between the Administrative Assistant and Program Director for registration and attendance matters.
• Provide non-supervisory coaching and support.

5. Staff Support & Onboarding (Non-supervisory)

• Prepare onboarding packets, schedules, ensuring all required documentation is complete and that new staff are feeling well-prepared to fulfill what their position responsibilities are.
• Coordinate system access and training calendars.

6. SNAP (Stop Now And Plan) Key Responsibilities

• Assist in the development and delivery of group interventions according to SNAP program manuals for members.
• Work with the SNAP Lead to conduct interviews and the intake process, administering assessments, child and parent measures, and the collection of all required data related to the SNAP program.
• Participate in the case management process (led by the SNAP Lead).
• Ensure that client/member documentation in CYSIS or SNAPiT is up to date by providing the SNAP Lead with all relevant documentation based on program delivery and outcomes (SNAP
• Lead will ensure documentation is uploaded to appropriate softwares).
• Support the signing and obtaining of consent forms as indicated by the SNAP Lead.
• Provide follow-up services as indicated by the SNAP Lead.
• Maintain records as required.  This may include assessment reports, intervention plans, closing reports, pre/post measures, case notes, statistics and other documentation as required.
• Participate in the development of training programs and materials for other professionals and community groups with the SNAP Lead.
• Participate in development planning, research activities and ongoing evaluation of services.
• Work collaboratively with other professionals and organizations on cases and special projects as requested by the SNAP Lead.
• Assume other responsibilities as may be assigned from time to time by the SNAP Lead.

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