Job Description

Purpose

Gleaners Foodbank is on the road to achieving accreditation with Food Banks Canada's Standards of Excellence by March 31, 2026. The Project Coordinator - Accreditation is responsible for coordinating all activities related to our accreditation process. This role supports the organization in achieving compliance with accreditation standards, improving internal systems and documentation, and ensuring that the process is well-organized, timely, and collaborative across departments.

Areas of Responsibility

Project Coordination

Develop and maintain a detailed project plan outlining timelines, milestones, responsibilities, and deliverables.

Track progress and ensure all accreditation requirements are completed on schedule.

Coordinate meetings, communications, and documentation for the accreditation team.

Liaise with the accrediting body and manage correspondence, submissions, and follow-ups.

Documentation & Compliance

Review, organize, and update existing policies, procedures, and records to meet accreditation standards.

Work with staff and management to identify gaps and assist in creating or revising documentation as needed.

Maintain a central repository of all accreditation documents and evidence.

Communication & Stakeholder Engagement

Serve as the main point of contact for accreditation-related questions and updates.

Prepare status reports and summaries for the Executive Director and Board of Directors.

Support internal communication and training to ensure all staff understand their role in the accreditation process.

Continuous Improvement

Identify opportunities to streamline processes and strengthen organizational systems.

Capture lessons learned and develop tools or templates to support future quality initiatives.

Required Qualifications

Post-secondary education in project management, administration, or a related field; or equivalent experience.

Experience coordinating complex projects with multiple stakeholders, ideally in a nonprofit, social services, or healthcare setting.

Strong organizational, planning, and time-management skills.

Excellent written and verbal communication abilities.

Proficient with Microsoft Office 365 and project tracking tools (e.g., Excel, Asana, Trello).

Detail-oriented and capable of handling confidential information appropriately.

Knowledge of nonprofit accreditation processes or quality assurance frameworks.

Familiarity with policy development, documentation standards, or compliance audits.

Experience in community services, food security, or charitable organizations.

Organized and self-motivated with strong follow-through.

Collaborative and approachable team player.

Able to balance multiple priorities and adapt to changing needs.

Committed to the mission and values of Gleaners Food Bank, including client dignity, inclusion, and accountability.

Required Competencies

Project Management:

Demonstrates the ability to plan, organize, and monitor complex tasks, ensuring timely completion of deliverables and effective coordination among multiple stakeholders.

Attention to Detail and Documentation:

Ensures accuracy, consistency, and completeness in all documents, policies, and records related to the accreditation process.

Communication and Collaboration:

Communicates clearly, respectfully, and effectively with staff, leadership, board members, and external partners to maintain shared understanding and progress.

Critical Thinking and Problem-Solving:

Analyzes information and identifies practical solutions to gaps or challenges that arise during the accreditation process.

Adaptability and Initiative:

Works effectively in a changing environment, managing shifting priorities and proactively addressing emerging needs.

Working Conditions

Physical Considerations

Primarily office-based within the food bank's administrative area, with occasional movement throughout warehouse or program spaces.

Extended periods of sitting, computer use, and document handling.

Occasional lifting or moving of boxes, files, or supplies (typically under 10 kg).

May participate in in-person meetings, training sessions, or community site visits.

Psychological Considerations

Requires sustained attention to detail, deadlines, and organizational standards.

Involves balancing multiple priorities and responding to requests from various stakeholders.

May experience periods of pressure close to submission deadlines.

Work is highly collaborative but requires independent judgment and self-management.

Exposure to sensitive or confidential information related to compliance and organizational performance.

Job Types: Full-time, Fixed term contract
Contract length: 5 months

Pay: $22.73-$28.42 per hour

Expected hours: 37.5 per week

Benefits:

Flexible schedule On-site parking Paid time off
Ability to commute/relocate:

Belleville, ON K8P 1Z3: reliably commute or plan to relocate before starting work (required)
Experience:

nonprofit project coordination: 2 years (preferred)
Language:

English (required)
Work Location: In person