Change Conference Office Coordinator

POSITION TITLE: Change Conference Office Coordinator

POSITION TYPE: Permanent Part-time (20 hours/week)

REPORTS TO: National Programs Manager

PRIMARY OBJECTIVE

Youth for Christ Canada exists to see "every young person living fully in Christ." At Change Conference, a ministry of YFC Canada, our vision is for every youth in Canada to hear, respond and live out the message of Jesus in their lives. Change Conference currently serves every province and territory in Canada and engages over 15,000 youth and youth leaders. The Office Coordinator will assist with all aspects of the execution, organization, communication, and administration of Change Conference Event Operations. The role will work closely with the whole Change Conference team and will report to the National Programs Manager. This role will communicate with sponsors, youth leaders, financial partners, and businesses. The Office Coordinator will be responsible for maintaining a high level of customer service and people skills in all relationships. This position will be responsible for data entry and maintaining internal tracking documents and/or databases.

RESPONSIBILITIES

SPIRITUAL AND PERSONAL DEVELOPMENT (5%)

• Is a faithful and contributing member of a local church.
• Pray for and with the YFC Canada Team.
• Spend time in spiritual reflection and development.
• Have regular rhythms of spiritual retreat.
• Participate in regular Staff Meetings that include spiritual practices such as worship, Scripture reading, and prayer.
• Attend the local YFC Regional Gathering and the National Ministry conference as required by the supervisor.
• Participate in training and development courses, conferences, and workshops as approved by the supervisor.
• Participate in Equipping Conversations training if required for the role.
• Completion of the YFC Canada Credentialing process within 2 years of the start date.

ASSIST TEAM WITH ADMINISTRATIVE SUPPORT (35%)

• Coordinate travel arrangements, including flights, accommodations, and itineraries.
• Maintain and update the organization’s database with accuracy and attention to detail.
• Provide administrative support for development efforts, including donor communications and gift tracking.
• Assist with grant writing and reporting processes.
• Support donor care initiatives, ensuring timely and thoughtful communication.
• Assist with marketing efforts, including creating and scheduling emails and supporting campaign execution.
• Help develop and implement marketing plans, tracking progress and outcomes.
• Track expenses and income, assisting with basic financial reporting and organization.
• Set up and manage event registration systems.
• Collaborate with the website administrator to update and maintain relevant website content.
• Provide general administrative and organizational support to ensure smooth day-to-day operations.
• Be present for all filming, production, and set-up days.
• Establish a relationship with local business owners and coordinate gift-in-kind fundraising efforts.
• Answer customer service inquiries from youth leaders, partners and other staff.
• Assist in the administration of onboarding, orientation and Ministry Partner Development setup for team members.

ASSIST TEAM WITH SHIPPING, RECEIVING & INVENTORY (10%)

• Tracks and recovers lost packages, ensuring all shipments reach their intended destination.
• Responsible for the management, organization, shipping and receiving for all storage units.
• Manage incoming and outgoing mail, including preparing and sending mailings
• Oversee inventory and track supplies for events and office needs
• Coordinate Ministry Partner Development (MPD) fundraising efforts for new support under the leadership of the National Programs Manager
• Assist the Event Director with obtaining insurance certificates.
• Book all U-Haul rentals or vehicles needed to move or ship gear to venues.
• Document printing, labelling and editing for the events, stuffing all packs for expo, team leads, and volunteers as needed.

ASSISTANCE WITH EVENTS (10%)

• Provide registration support leading up to the events: Brushfire setup, customer service and inquiries from youth leaders, tracking and goal-setting, and on-site support at the events.
• Assist the National Programs Manager in programming, invitations, and administration of the VIP event.
• Relationship management and communications for 30+ partnering organizations, tracking all sponsor payments and materials during the sales period and leading up to events, working closely with the team to design the online exhibition page, and fulfilling all terms of partner agreements.
• Merchandise assistance as needed (shipping, coordination, invoicing).
• Provide support in various other aspects of online events such as registration, marketing, insurance, exhibition, and customer service.
• Assist team with post-event wrap-up; thank-you notes, event debrief and communications.

ASSISTANCE WITH YEAR-ROUND OPERATIONS & COMMUNICATION (30%)

• Support National Programs Manager with reporting, meetings, communications and applications for financial partners. Including year-round fundraising plan execution and communications.
• Assist with day-to-day vendor management.
• Establishment of relationships and partnerships for shared ministry goals, prayer partners, prizes, sponsorships, donations, etc.
• Contribution to the Change Conference Community updates through Facebook and email.
• Assist the National Programs Manager with tracking all incoming and outgoing funds and budgeting as needed
• Coordinate with the team; pick up and drop off all materials (food, equipment, office supplies, etc.). Be present for all filming, production, and set-up days.
• Attend at least three events on behalf of the Change Conference annually.
• Participation in biweekly team meetings and weekly one-on-one meetings.
• Ongoing administrative support to the Change Conference team as needed.
• Take the lead on sourcing coffee donations for events.
• Merchandise assistance as needed (shipping, coordination, invoicing).

PARTNER DEVELOPMENT (5%)

• Partnership Development – which includes securing and maintaining a sound base of financial & prayer partners to a level sufficient to fund the salary and immediate costs of this position.
• Build a base of prayer partners and keep them updated through regular communication and prayer requests. Encourage prayer partners to pray for the youth in Canada and globally.
• Contribute to the overall fundraising for Change Conference – sponsors, businesses, individual supporters etc.

MEETINGS/ADMINISTRATION (5%)

• Attend the National Staff meetings (both virtual and in person).
• Meet regularly with the supervisor and the department team, as applicable.
• Participate in staff chats and employee engagement surveys.

We strongly encourage applicants of all abilities and ethnicities from all denominations who love Jesus and youth and are aligned with our vision and values to consider applying for this role. We strive to achieve equity in the workplace. Accommodations are available on request for candidates taking part in the selection process. If you require accommodation during the recruitment process, please contact us at [email protected].