Job Description

Position Overview

The

Program Coordinator

supports the effective coordination and delivery of all services provided by Little Whispers Respite Services, including

respite care

,

supervised family visits

, and

transportation services

.

The Coordinator ensures that client schedules, staff assignments, and reporting are completed accurately and on time while maintaining a supportive, trauma-informed, and culturally safe environment for staff, children, and families.

This is a

hands-on role

that combines administrative coordination with direct support, requiring strong organizational skills, communication, and flexibility.

Key Responsibilities1. Program & Service Coordination

Coordinate and maintain

staff and client schedules

in organizational systems (e.g., ConnectTeam or similar software). Ensure timely communication with staff and families regarding schedule changes, updates, or service plans. Support the implementation of

respite

,

transportation

, and

supervised visit programs

in accordance with client care plans and agency policy. Assist in reviewing and verifying

daily logs, reports, and mileage records

before submission. Maintain accurate program documentation to support

invoicing, reporting, and compliance

. Support the Program Manager in ensuring services meet

CAC standards

and contractual requirements.

2. Staff Support & Supervision

Conduct

regular check-ins

with staff to ensure consistency, professionalism, and accountability. Provide guidance and mentoring to new staff, including

onboarding, orientation, and training support

. Communicate expectations clearly and help reinforce

health and safety

,

confidentiality

, and

reporting procedures

. Address basic staff concerns and escalate issues to the Program Manager when required. Support the development of a

positive, inclusive, and collaborative team culture

.

3. Administrative Responsibilities

Monitor and review

staff hours, mileage logs, and attendance

prior to payroll approval. Assist with

incident report reviews

, ensuring accuracy and completeness before submission. Maintain and update staff records, training documents, and certifications. Support

monthly reporting

, data tracking, and documentation reviews for quality assurance. Assist with

accreditation preparation

, including organizing files, documentation, and compliance binders. Help plan and coordinate

team meetings, training sessions, and safety drills

.

4. Family & Community Liaison

Serve as a point of contact for families regarding scheduling, service updates, or general inquiries. Support the creation and maintenance of

child care plans

by gathering input from families and staff. Promote open, professional, and culturally respectful communication between families and the organization. Collaborate with

community agencies

such as Tsuut'ina Child & Family Services, Tsuut'ina Disability Program, and schools to support client needs.

5. Field & Program Support

Provide

hands-on support

in the field as needed (e.g., during family visits, respite shifts, or transportation). Conduct

on-site observations and 1:1 check-ins

to monitor service quality and staff adherence to policy. Participate in

safety inspections, vehicle checks, and emergency response preparedness

. Ensure compliance with agency safety procedures, including vehicle use, child transport, and behavioral safety.

Qualifications

Diploma or Degree

in Human Services, Child and Youth Care, Social Work, Psychology, or related field.

Minimum 2 years' experience

in child and family support, respite services, or disability programs. Strong understanding of

trauma-informed practice

,

autism and FASD support

, and

behavioral strategies

. Experience coordinating schedules, reviewing reports, and maintaining documentation. Excellent organizational and communication skills. Proficiency with

QuickBooks

,

ConnectTeam

, and

Google Workspace

(Docs, Sheets, Drive). Familiarity with

accreditation standards (CAC/CARF)

preferred or willingness to learn. Valid

Class 5 driver's license

and reliable vehicle. Clear

Criminal Record Check with Vulnerable Sector Search

required prior to employment.

Skills & Competencies

Strong interpersonal and leadership skills with the ability to support and motivate staff. Attention to detail and strong documentation accuracy. Ability to manage time, prioritize tasks, and adapt to changing demands. Cultural competence and respect for Indigenous traditions and community values. Ability to handle confidential information with professionalism and integrity. Calm and resourceful in managing crises or unexpected challenges.

Working Conditions

Combination of

office-based and field work

. Must be able to

work flexible hours

to meet client and staffing needs. Participation in

on-call rotation

may be required. Some travel within Calgary, and surrounding communities.

Compensation

Competitive hourly wage based on experience and qualifications. Opportunity for advancement to Program Manager or Senior Coordinator roles. Ongoing training and professional development provided.
Job Type: Full-time

Pay: $22.76-$24.95 per hour

Expected hours: 30 - 40 per week

Work Location: In person