Coordinator

Christmas Sharing Program Belleville Inc. is seeking a Coordinator for a contract position that is reviewed/renewed annually. The Coordinator reports to the Executive Committee of the Board of Directors and works collaboratively with the Administrative Assistant.

This role is responsible for overseeing day-to-day office operations and providing leadership across key functional areas, including administration, staff supervision, program development, community engagement, financial record-keeping, and reception services.

The Coordinator is accountable to the Board for the quality, accuracy, and timely completion of all responsibilities, and for maintaining strict confidentiality at all times. Performance and contract terms are reviewed annually by the Board’s Personnel Committee.

This position requires 600 hours per year and demands strong organizational skills, sound judgment, and excellent written and verbal communication abilities. A genuine commitment to the values and philosophy of the Christmas Sharing Program is essential. Flexibility is required, as some evening or extended hours may be necessary to support program operations.

Qualifications

Interpersonal & Communication Skills
• Excellent communication and interpersonal abilities.
• Tact, diplomacy, and professionalism when interacting with applicants, sponsors, donors, and volunteers.
• Ability to build strong working relationships.

Organizational & Analytical Skills
• Strong ability to prioritize tasks, meet deadlines, and maintain accurate records.
• Analytical skills to assess applicant eligibility.
• Ability to interpret financial statements and summarize data.

Judgment & Decision-Making
• Ability to make sound decisions guided by program policies and by-laws.
• Strong judgment in managing workload and determining when to escalate matters to the Board.

Technical Skills
• Computer literacy and strong problem‑solving abilities.

Job Duties

Supervisory Responsibilities
• Lead and support volunteers and the Administrative Assistant.
• Manage daily office operations.
• Ensure program goals are met.
• Support staff and volunteers after difficult interactions.
• Handle complex or sensitive situations with applicants or volunteers.
• Make final decisions on applicant eligibility.

Fiscal Responsibilities
• Work with the Treasurer to manage financial records and banking.
• Sign cheques and oversee spending.
• Prepare financial and statistical reports, including the annual report.
• Help develop annual budgets and operating plans.
• Track program expenses and keep accurate financial files.
• Manage donation receipts and communicate with auditors.

Administrative & Clerical Duties
• Recruit, train, and support volunteers and office staff.
• Communicate with area representatives and local agencies.
• Ensure office equipment works properly and the workspace is safe.
• Work with the Belleville Fire Fighters Toy Drive.
• Coordinate purchasing food gift cards.
• Attend Board meetings.
• Build relationships with sponsors and match them with applicants.
• Oversee volunteer and sponsor appreciation.
• Serve as the main contact for applicants, donors, and the public.
• Review applications, resolve discrepancies, and assess borderline cases.
• Refer clients to community resources when needed.
• Handle mail, correspondence, and mail outs.
• Maintain sponsor and donor lists.
• Share important dates and reminders with partner agencies.

Community Engagement
• Act as a liaison with community agencies and the Toy Drive.
• Attend community events to accept donations.
• Participate in community committees when needed.
• Help plan and run fundraising events with the Administrative Assistant and Board.

Communication & Public Relations
• Write letters of solicitation and the annual newsletter.
• Give presentations to agencies, service clubs, and community groups.
• Apply for grants.
• Respond to media requests and manage the Program’s social media presence.

Start Date: June 1st 2026
Please submit resume and cover letter