Coordinator, Program and Planning

Job Posting: Coordinator, Program and Planning (Temporary Full-Time)

Department: Programs and Planning
Reports to: Director, Programs and Planning
Job Level: Level 2
Hiring Range: $57,157 - $71,446

Posting Date: October 14, 2026
Application Deadline: November 4, 2026 

Background

The Coordinator, Program and Planning provides administrative, project coordination, reporting, and engagement support to the Programs and Planning team during a temporary period of staffing and work transition.

The Programs and Planning team plays a significant role in executing the Ottawa Food Bank's strategic priorities. The Coordinator supports strategic initiatives, recurring operational processes, stakeholder engagement activities, and data management projects, helping ensure continuity of service and progress on organizational objectives while permanent team members focus on longer-term strategic work.

The incumbent works closely with internal staff, member agencies, community partners, and external stakeholders to support project implementation, information management, evaluation activities, engagement initiatives, and administrative functions. The role contributes to the successful delivery of Programs and Planning projects and day-to-day operations through strong organization, communication, customer service, and analytical skills.

This position does not have direct reports and provides support through collaboration, coordination, and effective management of project-related tasks and administrative processes.

ABOUT THE OTTAWA FOODBANK

The Ottawa Food Bank is the leading emergency food provider in the National Capital Region, supporting a network of nearly 100 community food programs. Each year, we respond to more than 556,000 visits, of which 37% are children, reflecting the ongoing and urgent need across our community.

Through the generosity of our donors, partners, and volunteers, we distribute approximately 8.3 million pounds of food annually, ensuring equitable access to nutritious food for individuals and families facing food insecurity throughout Ottawa.

MAJOR RESPONSIBILITIES

Administrative and Project Support

• Support the Programs and Planning team with administrative tasks related to strategic work, including coordinating virtual and in-person meetings, taking minutes, formatting documents, and organizing project materials.
• Support recurring administrative processes, including reporting activities, updating budget documents, and maintaining project records.
• Assist with the development, organization, and maintenance of process documentation for new strategic initiatives and existing programs.
• Provide project-based administrative support to help ensure deliverables are completed during periods of staffing and work transition.

Network Engagement and Coordination

• Support engagement initiatives involving Ottawa Food Bank member agencies and community partners.
• Coordinate meeting schedules, logistics, invitations, reminders, and follow-up communications.
• Work with team members to prepare agendas, distribute materials, and coordinate engagement activities.
• Assist with the distribution of information, resources, and communications to network members and project stakeholders.
• Support project-specific engagement activities and other related coordination tasks as required.

Reporting, Data Management, and Evaluation

• Compile recurring and ad hoc reports using information provided by internal and external collaborators.
• Support data management and evaluation activities related to strategic projects and organizational initiatives.
• Organize and maintain qualitative and quantitative data sets to support program planning, evaluation, and reporting.
• Conduct basic qualitative and quantitative analyses, including thematic coding and preparation of summary findings.
• Assist in the preparation of reports, summaries, and supporting materials used to inform strategic, operational, and budgetary decisions.

Feedback and Stakeholder Support

• Respond to individuals and organizations that provide feedback to the Ottawa Food Bank.
• Coordinate follow-up activities related to feedback received and ensure concerns are addressed or appropriately escalated.
• Maintain accurate records of feedback and related actions.
• Exercise professionalism, empathy, discretion, and confidentiality when communicating with individuals, member agencies, and community partners.

What Success Looks Like

• Administrative processes are organized, accurate, and completed in a timely manner.
• Strategic projects and recurring operational activities are supported effectively during periods of staffing and work transition.
• Member agencies, community partners, and stakeholders receive responsive, professional, and well-coordinated support.
• Reporting, documentation, and project records are accurate, complete, and maintained appropriately.
• Data management and evaluation activities support informed decision-making and organizational learning.
• Engagement activities are coordinated effectively, with clear communication and timely follow-up.
• Feedback is documented, tracked, and addressed appropriately, contributing to positive stakeholder experiences.

What You Bring

• Post-secondary education in Social Work, Business Administration, Public Administration, Community Development, or a related field.
• One to two years of experience in an office, administrative, or project coordination environment.
• Strong knowledge of Microsoft 365 applications, including Word, Excel, OneDrive, SharePoint, and Outlook.
• Excellent written and verbal communication skills.
• Strong organizational and administrative skills, with the ability to manage multiple competing priorities and respond effectively to changing demands.
• Ability to work independently and exercise sound judgment in prioritizing tasks and managing incoming requests.
• Comfortable working with qualitative and quantitative data, including organizing, interpreting, and reporting information using Excel and related tools.
• Strong attention to detail and accuracy in reporting, documentation, and information management.
• Excellent customer service skills with the ability to communicate effectively, empathetically, and patiently with individuals from diverse cultural, economic, ethnic, and social backgrounds.
• Ability to build and maintain positive working relationships with internal and external stakeholders.
• Demonstrated ability to handle sensitive information with discretion and maintain confidentiality.
• Experience working with vulnerable populations using a trauma-informed approach.
• Understanding of poverty reduction initiatives and food security programs.
• Knowledge of trauma-informed approaches is considered an asset.
• Knowledge of services and programs offered by Ottawa Food Bank member agencies, Community Health and Resource Centres, the City of Ottawa, and other government and community organizations involved in food security and poverty reduction is considered an asset.
• Experience with program evaluation, reporting, and data analysis is considered an asset.
• Understanding of food insecurity, poverty reduction, and community-based social service systems is considered an asset.
• Experience in project management, particularly within the non-profit or charitable sector, is considered an asset.
• Experience working or volunteering within a social services organization is considered an asset.
• Equivalent combinations of education, training, and experience may be considered.

Why This Role Matters

This role supports the successful delivery of the Ottawa Food Bank's strategic priorities by providing administrative coordination, stakeholder support, reporting, and project assistance. By helping maintain continuity of service, supporting engagement activities, coordinating information, and contributing to project implementation, the Coordinator enables the Programs and Planning team to focus on longer-term strategic initiatives while ensuring operational and organizational objectives continue to move forward.

Working Environment

• The role is performed primarily in an office environment at the Ottawa Food Bank's main office located at 2001 Bantree Street.
• The position follows regular office hours, Monday through Friday from 8:00 a.m. to 4:00 p.m.
• Occasional work outside standard office hours may be required to support meetings, events, deadlines, or organizational priorities.
• The work involves prolonged periods of computer use and requires sustained attention to detail.
• The position may involve frequent interruptions and changing priorities, requiring strong organizational and multitasking skills.
• Limited physical activity is required; however, occasional standing, walking, bending, carrying materials, or setting up meeting spaces may be necessary.
• The role may involve interactions with individuals experiencing hardship or distress. As a result, there is potential for mental and emotional stress, including exposure to information that may result in vicarious trauma.

Language

Excellent English-language communication skills, verbal and written, are required.

French-language skills, verbal and/or written, are an asset.

Compensation

The hiring range for this Level 2 position is $57,157 to $71,446. Placement within the range will be determined based on experience, qualifications, and in accordance with the Ottawa Food Bank's compensation policies.

APPLICATION PROCESS

Interested applicants should submit a resume and cover letter. Shortlisted candidates will be contacted for screening and interviews.

The Ottawa Food Bank is committed to fostering diversity and inclusivity in our workforce. We actively encourage applications from individuals of all backgrounds, including those with disabilities, and members of the 2SLGBTQI+ and BIPOC communities.

In our commitment to accessibility, the Ottawa Food Bank provides accommodations for persons with disabilities throughout the entire recruitment process. If you require accommodation, please inform People@ottawafoodbank.ca, and we will ensure that your needs are met.

Ready to apply? Submit your application by the deadline to join a collaborative and mission-driven organization making an impact in the community.