Job Purpose: The Programs Coordinator is a part-time role (30 hours per week), reporting directly to the Community Engagement Manager. The Programs & Events Coordinator is responsible for the day-to-day planning, coordination and execution of Triwood’s community programs and events. The Coordinator is the primary point of contact for instructors, program leaders, participants, volunteers, vendors and other partners connected to these initiatives.

The Programs

Coordinator is the ‘face’ of Triwood Community Association for the community residents, members, participants, and guests.

Working closely with the Community Engagement Manager, the Coordinator brings Triwood’s programs and events strategy to life by ensuring initiatives are well organized, effectively delivered and responsive to the needs of the community. The Coordinator is responsible for the operational details and administration that support successful program and event delivery, while reporting results, observations and recommendations to the Community Engagement Manager. This is a busy, community-facing role requiring strong organization, initiative, communication and customer service.

Job Summary: 30 hours/week In-office position

Reports to: Community Engagement Manager

Department: Community Programs

Schedule & Hours: This is a 30 hours/week hourly in-office position, generally scheduled Tuesday – Friday. This position requires occasional evening and weekend work for community events and programs. During major events and seasonal period, particularly the summer, the regular schedule may be adjusted to accommodate for event preparation, delivery and follow-up.

Scheduling will be planned in advance whenever possible with flexibility to balance hours throughout the week. The regular schedule is:

- Monday – off
- Tuesday: 9am – 4pm
- Wednesday: 11am – 6pm
- Thursday: 9am – 4pm
- Friday: 9am – 2pm

Flexible/event hours of approximately 4 hours/week to be scheduled as needed. Key duties and responsibilities are outlined below.

Key Responsibilities:

Programs

- Lead the day-to-day planning, coordination and execution of Triwood’s programs, including classes, workshops, camps and drop-in groups for children, youth, adults and seniors.
- Work with the Community Engagement Manager to plan the program calendar and ensure programs are well organized, appropriately resourced and delivered successfully.
- Act as the primary point of contact for instructors, facilitators, program leaders and participants, providing clear and timely communication throughout the program cycle.
- Manage program logistics including registration, attendance, room and equipment bookings, supplies, participant communications, contracts, invoicing and health and safety requirements.
- Work with the Summer Camp Lead, Community Engagement Manager and Executive Director to plan, organize and deliver Triwood Summer Camps.
- Lead the planning, organization and implementation of key programs such as Kids Spring Soccer, Kids Spring Tennis and other seasonal or new programs.
- Work with instructors, facilitators, community groups and external partners to ensure programs are prepared and delivered effectively.
- Monitor programs as they are delivered and identify opportunities to improve the participant experience, program structure, logistics or community fit.
- Collect and report on program participation, feedback, financial results and other relevant outcomes to the Community Engagement Manager.




- Bring forward ideas and recommendations for improving existing programs or developing recent offerings based on participant feedback, community needs and observed trends.

Community Events

- Lead the planning, coordination and day-to-day execution of Triwood’s community events, including Triwood Markets, Community Cleanup, Stampede Breakfast, Halloween, Easter, winter celebrations and additional events added to the calendar.
- Serve as the primary point person for event logistics and execution, coordinating with staff, volunteers, vendors, performers, partners and other stakeholders.
- Work closely with the Community Engagement Manager to ensure events meet agreed-upon objectives, including financial performance, community fit, participation and overall event experience.
- Coordinate event logistics including schedules, room and site requirements, supplies, signage, vendors, volunteers, programming and participant communications.
- Act as Market Manager for Triwood’s Farmers and Artisan Markets, including vendor relationships, licensing requirements, market budgets and day-of-market coordination.
- Maintain event plans, procedures, checklists and evaluations to support consistent execution and inform planning for future events.
- Evaluate event results and provide a summary of participation, feedback, financial results, challenges and recommendations to the Community Engagement Manager.
- Identify issues and upcoming needs proactively and communicate them to the Community Engagement Manager early enough to address them.

Volunteer Management

- Recruit, coordinate and support volunteers for programs and community events.
- Serve as the primary point of contact for volunteers, providing direction, answering questions and coordinating their activities during programs and events.
- Manage volunteer administration, including contact information, waivers, required documentation, hours, assignments and project records.
- Develop and deliver volunteer onboarding, orientation and training processes in collaboration with the Community Engagement Manager.
- Track and report on volunteer hours, participation and trends throughout the year.
- Build positive relationships with volunteers and contribute to a welcoming, well-organized volunteer experience.
- Work with the Community Engagement Manager to identify opportunities to strengthen volunteer engagement and retention.

Membership & Program Administration

- Ensure Triwood membership information is current, complete and accurate within the applicable systems.
- Work with the Community Engagement Manager to support membership drives and strategies to increase community membership.
- Act as the primary day-to-day user and go-to resource for registration and CRM systems, ensuring programs, memberships, participant information and communications are accurate and up to date.
- Ensure registration systems are properly configured, easy to use and accessible to members, students and participants.
- Maintain accurate program, participant, membership and event records.
- Maintain program calendars, registration information, participant communications and event documentation.
- Maintain program and event statistics, surveys,



reviews and other evaluation tools and provide relevant results and insights to the Community Engagement Manager.
- Coordinate program supplies, purchasing and inventory, and support program budgeting and expense tracking.
- Stock, maintain and inventory program equipment.
- Assist with the development and monitoring of the annual department budget as directed by the Community Engagement Manager.

Community & Customer Service

- Serve as a friendly, knowledgeable and accessible front-of-house contact for Triwood’s programs, events, memberships and community activities.
- Provide prompt, professional and welcoming service to residents, members, participants, instructors, volunteers, vendors and community partners by phone, email and in person.
- Monitor the Programs phone line and email, responding to program and event questions and directing inquiries to the appropriate staff member when required.
- Act as the go-to contact for participant questions related to registrations, schedules, programs, events and logistics.
- Welcome visitors and help community members navigate Triwood’s programs, services and facilities.
- Provide front-desk coverage during scheduled daytime hours.
- Help create a welcoming, inclusive and positive experience for people engaging with Triwood.

Key Requirements for the Role:

- 3+ years of experience in event coordination, program coordination, community engagement, recreation, hospitality, non-profit, or a related field.
- Post-secondary education in recreation programming or a related field, or an equivalent combination of education and professional experience.
- Proficiency in Office 365; experience with HoneyBook and Amilia CRM is an asset.
- Strong project management, organizational, and attention-to-detail skills, with the ability to manage multiple programs, events, deadlines, and priorities at once.
- Proactive, dependable, and able to take ownership of projects from planning through execution, while knowing when to ask for help or seek direction.
- Resourceful and adaptable, with the ability to respond positively and practically when plans change or unexpected issues arise.
- Strong communication skills, with the ability to communicate clearly and professionally by email, phone, and in person.
- People-oriented and comfortable working with a wide range of community members, volunteers, organizations, partners, and stakeholders.
- Courteous, professional, and positive, with a strong focus on customer and community service and building positive working relationships.
- Comfortable working in a busy, community-facing environment.
- Able to follow verbal and written instructions, receive constructive feedback, and communicate effectively with supervisors and colleagues.
- Able to be on your feet for extended periods and move event and program materials (tables, chairs, pop-up tents, etc.) weighing up to 30 lbs as required.
- Available to work occasional evenings and weekends.
- Experience working with volunteers, community organizations, or external partners is an asset.

Reporting Relationship Reports to: Community Engagement Manager

Works closely with: Executive Director, Community Engagement Manager, Marketing Coordinator, Summer Camp Lead, instructors, program leaders, volunteers, vendors and community partners.

Other duties: Other duties as assigned by the Executive Director.

Pay: From $21.00 per hour

Expected hours: No less than 26.0 per week

Ability to commute/relocate

- Calgary, AB T2L 0W1: reliably commute or plan to relocate before starting work (required)

Language:
- English (required)

Work Location: In person

📌 Community Programs & Events Coordinator (Calgary)
🏢 Triwood Community Association
📍 Calgary