The role
This program runs 22 sessions across eight weeks for 26 students, with three facilitators rotating between them. Certification depends on attendance, mentoring hours, weekly journals, assessments and evaluations, all of which have to be tracked as they happen rather than reconstructed at the end.
The Program Coordinator is the person who holds that together. They run the shared inbox, keep the records current, chase what is missing, and make sure Mino Care and Regent Park always know where each student stands. Facilitators teach. The Coordinator makes sure nothing falls between them.
Responsibilities
Communications and the shared inbox
• Monitor facilitator@minocare.ca daily and respond within one working day.
• Send the weekly class reminders to students before each Tuesday, Thursday and Saturday session, using the standard templates.
• Field student questions about links, timing, venue, childcare and requirements, and route anything clinical or pastoral to the right facilitator.
• Keep the cohort contact list current and use blind copy for anything sent to the whole group.
Attendance
• Receive the attendance report from the facilitator after every session and file it the same day.
• Maintain the shared attendance log: 26 students by 22 sessions, visible to all three facilitators.
• Flag a student the moment they reach one absence, and again at two, which is the published limit.
• Follow up with anyone absent without notice within 24 hours, and record what they said.
• Escalate to Mino Care and Regent Park in writing when a student reaches two absences.
Mentoring hours
• Track progress toward the 25 required hours per student, 15 in the field and 10 in virtual mentoring.
• Collect the mentoring logs, check they are initialled by the mentor, and chase the ones that are not.
• Report to Mino Care monthly on who is on track and who is behind, early enough that it can be fixed.
• Note that field hours continue past November 7 as births occur, and keep the record open until each student reaches 25.
Evaluations and coursework
• Monitor completion of the post session evaluation after every class and prompt anyone who has not completed it.
• Manage the final course evaluation on the last day and confirm every student has submitted.
• Track weekly reflective journals and weekly assessments, and tell facilitators who is missing what.
• Compile evaluation results into a short summary for Mino Care and Regent Park at the end of the program.
Reporting
• Send a weekly summary to Mino Care and Regent Park covering attendance, outstanding coursework, mentoring progress and anything needing a decision.
• Give Regent Park headcount for catering and childcare ahead of each Saturday.
• Maintain the record that shows, at the end, exactly why each student did or did not qualify to graduate.
In person session support
• Attend all eight Saturday classes at 563 Dundas Street.
• Arrive early to set up the room, meet students at the door, and help with the elevator.
• Confirm catering and childcare are in place with Regent Park before each session.
• Set out materials for the skills stations and pack down afterwards.
• Take attendance in the room and handle anything that comes up so the facilitator can teach.
• Support the final skills demonstration and graduation in Week 8.
What success looks like
• Every session has an attendance record filed the same day.
• No student reaches three absences without having been told in writing at two.
• Evaluation completion stays above 90 percent week to week.
• Mino Care and Regent Park never have to ask where a student stands.
• On the final Saturday, the paperwork for every graduating student is already complete.
Who this suits
• Someone organised enough to hold 26 students and six moving requirements in a system rather than in their head.
• Comfortable chasing people warmly and repeatedly without making them feel policed.
• Confident with a shared spreadsheet, a shared inbox, Zoom and Google Forms.
• Discreet. This role sees attendance problems, personal circumstances and student contact details.
• Available Tuesday and Thursday evenings for inbox cover and every Saturday in person.
Helpful but not required
• Experience in community health, perinatal work or adult education.
• Familiarity with the communities Regent Park serves.
• A second language spoken by the cohort.
