Change Conference Office Coordinator

Primary Objective:

YFC 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 with over 15 thousand youth and youth leaders. The Office Coordinator will assist in all aspects associated with 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 Operations 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 some data entry and maintenance of internal tracking documents and/or databases.

Responsibilities

SPIRITUAL AND PERSONAL DEVELOPMENT (5%)

1. Is a faithful and contributing member of a local church.
2. Prays for and with the YFC Canada team.
3. Spends time in spiritual reflection and development.
4. Take a bi-annual spiritual retreat at Honeymoon Bay Retreat Centre at the discretion of supervisor.
5. Completion of the YFC Canada Credentialing process within 2 years of start date if required by supervisor.
6. Attend YFC Regional and National conferences as required by supervisor.
7. Participate in training courses as approved by supervisor.

ASSIST TEAM WITH ADMINISTRATIVE SUPPORT (30%)

1. Responsible for booking flights for staff and event guests.
2. Responsible for booking overnight accommodations and registering for hotel blocks for attendees, volunteers, staff and guests.
3. Responsible for booking car rentals for staff, guests and volunteers.
4. Coordinate with the team; the pick-up and drop of all materials, (foodstuffs, equipment, office supplies etc.).
5. Be present for all filming, production, and set-up days.
6. Work with the Operations team to sort and distribute prize data lists for the National Online Expo.
7. Manage Lost and Found from events, shipping the claimed items to the necessary attendee.
8. Establish relationships with business owners to gain charitable donations and prizes for all events.
9. Coordinate registration setup through Brushfire, working with our web designer and database vendors to ensure a smooth and efficient registration process.
10. Answer customer service inquiries from youth leaders, partners and other staff.
11. Assist in the administration of onboarding, orientation and Ministry Partner Development setup for team members.

ASSIST TEAM WITH SHIPPING, RECEIVING & INVENTORY (20%)

1. Tracks and recovers lost packages ensuring all shipments make it to the necessary destination.
2. Responsible for the management, organization, shipping and receiving for all storage units.
3. Maintenance, inventory and organization of all storage units.
4. Assist the Operations Team with all Change Conference Mailings.
5. Manage administrative systems, database, and website vendors (appx 8-10).
6. Coordinate MPD support for new support under the leadership of National Programs Manager.
7. Assist with sponsor mailing/thank you’s.
8. Assist the Event Director with obtaining Insurance certificates.
9. Book all U-Haul rentals or vehicles required for moving/shipping gear to venues.
10. Assist with communications editing for marketing emails, proposals, partner communications and promo material.
11. Document printing, labelling and editing for the events, stuffing all packs for expo, team leads and volunteers as needed.
12. Take the lead on sourcing coffee donations for events.
13. First point of contact and customer service for all calls, email inquiries and EZ texting support.

ASSISTANCE WITH ONLINE EVENT (10%)

1. Provide registration support leading up to events; Brushfire set up, customer service and inquiries from youth leaders, tracking and goal setting, and support on-site at the events.
2. Assist the National Programs Manager in programming, invitations, and administration of VIP event.
3. Relationship management and communications for 30+ partnering organizations and tracking of 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 fulfill all terms of partner agreements.
4. Merchandise assistance as needed (shipping, coordination, invoicing).
5. Provide support in various other aspects of online events such as registration, marketing, insurance, exhibition, and customer service.
6. Assist team with post-event wrap-up; thank-yous, event debrief and communications.

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

1. Support National Programs Manager with reporting, meetings, communications and applications for financial partners. Including year-round fundraising plan execution and communications.
2. Assist with day-to-day vendor management.
3. Establishment of relationships and partnerships for shared ministry goals, prayer partners, prizes, sponsorships, donations, etc.
4. Contribution to the Change Conference Community updates through Facebook and email.
5. Assist the National Programs Manager with tracking all incoming and outgoing funds and budgeting as needed.
6. Assist with the development and execution of an integrated year-round marketing and communication plan. Includes tracking and goal setting for the specific areas and attending partnership meetings for the general Change Conference ministry.
7. Coordinate with team; pick up and drop off all materials, (food, equipment, office supplies, etc.). Be present for all filming, production, and set-up days.
8. Attend at least three events on behalf of the Change Conference annually.
9. Participation in biweekly team meetings and weekly one-on-one meetings.
10. Ongoing administrative support to the Change Conference team as needed.
11. Take the lead on sourcing coffee donations for events.

PARTNER DEVELOPMENT (5%)

1. 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.
2. 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.
3. Contribute to the overall fundraising for Change Conference – sponsors, businesses, individual supporters etc.