Executive Director - Program Coordinator

Job city: 
Job region: 
Eastern Ontario
Application Deadline: 
Monday, April 23, 2018 - 12:30pm
Job terms: 

The Organization:

English Language Tutoring for the Ottawa Community (ELTOC) is a not-for-profit organization that teaches English to adult newcomers, who due to various challenges cannot attend regular English as a Second Language (ESL) classes.

Tutoring is offered in the students’ homes on a one-on-one basis by volunteer tutors who are trained and supported by ELTOC. ELTOC staff includes an Executive Director/Program Coordinator, an Administrative Assistant and three ESL Education Counsellors who are TESL certified teachers. Oversight of the management of the organization is provided by a volunteer board of directors.

The majority of ELTOC’s funding comes from Immigration, Citizenship and Refugee Canada (IRCC). In addition to the core program described above, ELTOC currently has funding from IRCC to run a special program referred to as the Syrian Refugee Home-Tutoring Program. Tutoring is being provided to individuals and small groups by two paid ESL teachers. For more information about ELTOC visit: www.eltoc.ca.

Reports to: The Board of Directors of ELTOC

Note: This is a combined position to be performed by one person. The duties of Executive Director have been set out separately from those of Program Coordinator. The overall responsibilities of the combined position are summarized in (1) below.

(1) Overall Responsibilities of the Combined Position

Plan, organize, direct, manage and evaluate ELTOC’s operational program activities and office administration, including:

  • program development
  • service delivery
  • budgetary and financial management
  • communication with funding agencies
  • human resource management
  • implementation of plans, policies and procedures established by the Board of Directors (the Board)
  • communication with ESL community and other interest groups

(2) Main Duties of the Executive Director

The duties pertain to the relationship with the Board and its committees, human resource management, and the relationship with agencies that provide funding to ELTOC.

  • Ensure that regular meetings of the Board are held
  • Participate in meetings of the Board (generally held once a month), ad hoc Board committee meetings (as requested by the Board), the Annual General Meeting and other ELTOC members’ meetings
  • Prepare statistics, briefs, reports, research and other information, as required by the Board, its committees and working groups
  • Account to the Board for management of ELTOC’s operations including: budgets, finances, staff, funding agencies and government, ELTOC membership, rental/landlord issues and the ESL community
  • Ensure that Board decisions are implemented expeditiously
  • Participate on ad hoc committees of the Board, as requested by the Board
  • Duties associated with funding and funding agencies:
    • prepare funding applications / proposals
    • negotiate with funding agencies
    • prepare statistics, briefs, written reports and other information as required by the funding agency
    • identify new sources of funding, as required
  • Duties associated with budget preparation and oversight:
    • prepare annual operating budgets (in cooperation with the Treasurer)
    • establish effective financial controls and accounting procedures as appropriate for program, equipment and support services (in collaboration with Bookkeeper)
    • monitor the current status of the operating budget and financial situation and report to the Board, on an ongoing and regular basis
  • Administer current policies and procedures concerning human resource management/relations such as: hiring, training and supervising personnel; employee safety and welfare, discipline, etc., as set forth in the ELTOC Personnel Policies Manual (PPM) and in accordance with the Employment Standards Act (ESA) as it applies to ELTOC.
  • Monitor changes in provincial employment legislation.
  • Perform employee performance assessments (once every 18 months as stipulated in the PPM)
  • Manage contractors (Bookkeeper, IT support provider, etc.)
  • Develop and implement efficient record-keeping and office management procedures (in collaboration with staff)
  • Initiate and coordinate special activities, social events, board or staff retreats, etc.
  • Represent ELTOC to the ESL community, the media and the general public
  • Participate in relevant professional development activities, such as those related to volunteerism, the not-forprofit sector and management.

(3) Main duties of the Program Coordinator

The duties of the Program Coordinator pertain to the delivery of ELTOC’s services to its clientele.

  • Oversee the volunteer tutor program carried out by the ESL Education Counselors (i.e., tutor recruitment and training, tutor-student matching and support of the volunteer tutors)
  • Oversee administrative aspects of program delivery including human resources and office management
  • Apply sound judgement, initiative and creativity in making decisions and solving problems related to program delivery and funding
  • Provide support and guidance to the ESL Education Counsellors in order to help resolve actual or potential problems/issues related to program delivery
  • Work with the Board, its committees and the employees to develop long-term strategies and plans for program development, supported by effective operational plans
  • Monitor program effectiveness and efficiency of program delivery through such means as the collection and analysis of relevant statistics
  • Adapt the program to meet the changing needs of ELTOC’s stakeholders
  • Initiate projects aimed at improving ELTOC’s program and raising its profile in the ESL community and community at large

Special Program Management: Syrian Refugee Home-Tutoring Program funded by IRCC

Through this program, tutoring is being provided to individuals and small groups of Syrian refugees by two certified ESL teachers operating as independent contractors. The tutoring takes place in a student’s home.

Duties of the Executive Director/Program Coordinator associated with this program include:

  • Prepare and manage the budget (separate from the core program budget)
  • Hire and manage independent contractors.  Set up processes for recording attendance and student progress
  • Monitor program effectiveness
  • Prepare statistics and reports as required by IRCC

Employment requirements of the overall position of ELTOC Executive Director/Program Coordinator

  • University degree or equivalent experience
  • Substantial experience working as a volunteer
  • Appropriate management experience working in a non-profit or charitable organization
  • Training in areas related to program management
  • Administrative experience in the areas of budgeting, writing project/ funding proposals, office and human resource management
  • Proficiency using word processing, data base, and spreadsheet software
  • Familiarity with ESL and literacy programs (It would be an asset if this were in the Ottawa-Carleton area)

Additional information

  • Excellent interpersonal and communication skills in English (oral and written)
  • Strong organizational skills
  • Ability to work with a board of directors and to lead a small team of office staff
  • Ability to work flexible hours and some evenings and weekends
  • Sensitivity when communicating with people from different socio-cultural and language backgrounds

Full-time permanent positon (A Combined position split equally) Executive Director/ Program Coordinator.
Start Date: July 2, 2018
36.5 hours / week
Annually 14 days office closed without pay
Salary: $58,000 - $60,000 (depending on experience and qualifications of candidate) plus benefits.

How to apply:

Applications must be received by no later than 12.00 p.m., Monday, April 23, 2018 to:

Email: hr@eltoc.ca

Only email applications will be accepted.

The subject line should include “Your name for ELTOC ED” Your application must include: 1) cover letter 2) resume

Please Note: Interviews will take place approximately mid-May, 2018. Only those applicants invited for an interview will be contacted.

Thank you in advance for your interest. Only those candidates selected for interviews will be contacted.

Preferred contact method: