Marketing & Administrative Coordinator

Rural Fetal Alcohol Spectrum Disorder

Support Network of Eastern Ontario

Smiths Falls, ON

Job Description – Program and Marketing Assistant

Reporting to the Executive Director of the Rural Fetal Alcohol Spectrum Disorder (FASD) Support Network, the Marketing & Administrative Coordinator contributes directly to all elements of program communication and strategic planning, events, and activities. This position will play an integral role in the ongoing evolution of the Rural FASD Support Network of Eastern Ontario creating internal and external information about the program goals and helping to foster stakeholder and partner relationships along with community outreach.

Rural FASD Vision

Where all those impacted by FASD have a strong voice, a sense of belonging and safety, and are fully empowered to live their best life!

Rural FASD Mission

Through the lens of living experience, Rural FASD equips caregivers with a sense of belonging, peer support, knowledge development, system navigation, and access to tools and resources.

The Marketing & Administrative Coordinator will support the Rural FASD Support Network to scale up access to the necessary emotional, parental, educational and systems navigation tools and supports required for caregivers of children, youth and adults with Fetal Alcohol Spectrum Disorder in rural counties of Eastern Ontario by providing marketing and administrative support to the Executive Director., staff and Board of Directors, as required.

Youth Opportunities Fund (YOF) Priority Outcome: Supporting parents, guardians, and caregivers to effectively navigate, access, and influence systems that affect family well-being.

This position will support the following five (5) Change Commitments that are essential in achieving Rural FASD Support Network’s YOF funding commitments:

• Increase parent/caregiver/guardian knowledge of programs and services for FASD by providing system navigation and peer support from those with similar lived experience. As families living with FASD gain access to the appropriate programs and services, the burden and stress on parent/caregiver/guardian is lessened.
• Increase parent/caregiver/guardian knowledge and understanding of FASD and its impacts on the brain. This includes an increased understanding of the best practices in parenting children with FASD and how to engage positively with their child to enhance the parent-child bond. Research confirms this is the single most important factor in achieving positive long-term outcomes for children with FASD.
• Expand our reach in our rural area so rural parents of children with special needs do not need to travel great distances outside their home community to access supports and services
• Reduce the sense of isolation and hopelessness parent/caregiver/guardian of children with FASD experience by using the peer support model of sharing our lived experiences to create an organic fellowship, compassion and a sense of hope.
• Enhance collaboration and knowledge capacity between parent/caregiver/guardian and professionals and service providers in our rural communities to meet the needs of people with FASD through joint workshops and/or conferences

Functions:

The Marketing & Administrative Coordinator will provide support to the Executive Director, staff and Board of Directors. Functions and duties relating to this position may include but are not restricted to the following:

• Acting as the first point of contact for internal and external calls and inquiries; triaging and tracking requests as required
• Greeting visitors, staff, and the public in a friendly and professional manner.
• Providing efficiency and timeliness in responding to requests and getting parents/caregivers what they need quickly.
• Creating required press releases, social media posts to assist in promoting organization and events ensuring communication follows brand integrity of Rural FASD and our partners.
• Performing administrative functions including creating forms and administrative processes, organizing and maintaining filing system, file correspondence, accounting data entry and other office related duties.
• Assisting with the execution of project events, stakeholder communications and report on outcomes achieved.
• Assisting in program registration and intake process for current and future membership, while focusing on relationship building and matching individualized family needs to our programs and services.
• Supporting administration of program evaluations, assessing data, and assisting in preparing presentations for Board of Directors and any other reports required by the organization.
• Maintaining and updating Sumac Case Management database system and ensuring various website updates.
• Assisting in coordinating meetings and taking minutes, as required.
• Producing high-quality documents and written materials to support projects and initiatives.
• Working in partnership to maintain the office environment inclusive of all supplies, equipment and physical environment including its safety.

Qualifications and Experience Required:

The ideal candidate will possess the following:

• Certificate in Marketing, Social Media and/or Administration , with relevant experience or equivalencies considered
• Minimum of two (2) year experience working in business social media expertise, community services, and administrative support .
• Demonstrated experience managing social media accounts with proficiency in WordPress, online web publishing platforms and social media channels including LinkedIn, Facebook, Instagram, Twitter and YouTube.
• Computer Proficiency with ability to maintain computerized files and documentation in Google Suites, Adobe, Canva, and Xero accounting software.
• Strong client service skills, effective communication, and time management.
• Ability to use discretion in dealing with sensitive issues and maintaining appropriate levels of confidentiality
• Demonstrated ability to organize, prioritize and multi-task efficiently, work and problem solve independently.
• Respect for the diversity of cultural differences and beliefs.
• Fast learner with strong interpersonal and solid team skills.
• Flexibility in hours to occasionally attend evening and/or weekend events
• Ability to obtain a clear Vulnerable Sector Records Check is a pre-condition of employment.
• Oral fluency, reading and writing ability in English. Bilingualism (French) is a definite asset.
• Living experience with FASD would be valued as an asset.
• Experience working with children and youth with special needs is a strong asset
• Valid Standard First Aid and CPR certification an asset

Behavioural Competencies:

This role should demonstrate competence in some or all of the following:

• Ethical Behavior: Understand ethical behavior and business practices and ensure that your own behavior and the behavior of others is consistent with these standards and aligns with the organization’s values. Demonstrated ability for high level of discretion and confidentiality
• Empathy and Compassion: Genuinely seeks to understand and respect others’ perspectives and emotions; encouraging a culture of compassion, empathy, and support within the organization and community.
• Relationship Development: Demonstrated ability to network, and to build and maintain positive external relationships with diverse stakeholders.
• Effective Communication: Excellent oral and written communication skills; English proficiency. French language competency is a definite asset.
• Creativity and/or Innovation: Develop new and creative social media posts, flyers, suggest innovative processes to improve the organization’s operations and create new opportunities. Offer new ideas and initiatives.
• Client Focus: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within set parameters.
• Teamwork Development: Work cooperatively and effectively with others to set goals, resolve problems, etc.
• Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details.
• Planning: Determine strategies to move the organization forward, set goals, create, and implement action plans, and evaluate the process and results.
• Problem-Solving: Assess challenging situations to identify the cause, process relevant information, determine possible solutions, provide recommendations, and resolve problems.

Physical Demands and Conditions

• Ability to work three days per week from Smiths Falls office location.
• Occasional time outside in all weather conditions for events, etc.
• Continuous extended periods of sitting, standing, or walking, and navigating up or down stairwells.

Benefits of working for the Rural FASD Support Network of Eastern Ontario

• Part time position with 15 hrs per week (3 days) with competitive wages. Rural FASD is willing to be flexible in work start and end time if bulk of normal business day is covered.
• Wage range is between $18.00 to $20.00 per hour based on experience and qualifications.
• Opportunity to work directly with caregivers and individuals living with FASD to make a positive difference in their lives, outcomes, and our rural communities.
• Work to influence change in provincial and federal legislation to advance the needs of people impacted with FASD.

We thank all applicants for their interest, however, only those selected for an interview with be contacted.

Job Type: Part-time

Salary: $18.00-$20.00 per hour

Expected hours: 15 per week

Benefits:

• Paid time off

Schedule:

• Day shift
• Monday to Friday
• Weekends as needed

Education:

• AEC / DEP or Skilled Trade Certificate (preferred)

Licence/Certification:

• Driving Licence (preferred)

Work Location: In person