Program & Vendor Coordinator

Vancouver Talmud Torah Association•Vancouver, BC

6d•CA$70,000 - CA$75,000•Onsite

About The Position

Vancouver Talmud Torah (VTT) is seeking a part-time (60%-80% FTE) Vendor and Program Coordinator for the 2026/27 school year. This role is responsible for the comprehensive management of after-school programming, operational logistics, and community engagement. Key duties include supervising staff, liaising with external vendors for program offerings and facility rentals, managing budgets, and ensuring student safety. The role serves as a vital bridge between families, vendors, and school administration to foster a vibrant and values-based student life experience. This person is expected to be on-site Monday - Friday with hours to be determined.

Requirements

Comprehensive management of after-school programming
Operational logistics management
Community engagement
Supervising staff
Liaising with external vendors for program offerings and facility rentals
Managing budgets
Ensuring student safety
Serving as a bridge between families, vendors, and school administration
Planning activities for after-school programs
Selecting engaging offerings for after-school programs
Managing scheduling and logistics for after-school programs
Hiring, training, and supervising after-school program staff
Negotiating contracts with vendors
Managing vendor payments
Reviewing vendor invoices
Advertising after-school offerings
Managing registration systems for after-school programs
Communicating with parents regarding programming, changes, and behavioral matters
Responding to parent inquiries about student conduct and well-being
Ensuring student safety and well-being
Managing program logistics (space allocation, furniture/equipment upgrades, snacks, games, materials)
Tracking student whereabouts and ensuring timely transitions
Building and maintaining weekly and annual programming schedules
Maintaining and updating attendance lists
Coordinating with vendors, teachers, parents, and administrative staff
Collaborating with administrative, office, faculty, and IT staff
Overseeing and managing program budgets
Liaising with CFO for purchasing and financial tracking
Evaluating and improving facilities
Recommending and managing facility upgrades
Developing programs and teaching values
Fostering relationships with students, staff, and families
Taking a leadership role in school culture
Integrating programs with school values
Building student engagement
Working with vendors for apparel distribution
Managing inventory of in-house apparel/swag
Liaising with uniform company
Coordinating with Communications department for uniform information
Working with PAC for used uniform sales
Oversight of bus and communication with families
Serving as primary point of contact for facility and venue rentals
Overseeing vendor contracts for off-hours facility usage
Managing school and vendor usage calendars
Coordinating and supervising contractors and vendors
Ensuring adherence to safety policies and relevant regulations

Responsibilities

Oversee all after-school programs, including the “Bayit” after-school care: plan activities, select engaging offerings, and manage scheduling and logistics
Hire, train, and supervise after-school program staff, including supervisors and activity facilitators
Liaise with vendors and third-party providers, including selecting new vendors, negotiating contracts, managing payments, and reviewing invoices
Advertise after-school offerings and manage registration systems
Communicate clearly and consistently with the parent body regarding available programming, changes, and behavioral matters
Respond to individual parent inquires about student conduct and well-being in after-school programs
Ensure student safety and well-being, including daily attendance checks, supervision, and secure space use
Manage program logistics, including space allocation, furniture and equipment upgrades, snacks, games, and materials
Track the whereabouts of students and ensure timely transitions between activities and supervision zones
Build and maintain detailed weekly and annual programming schedules
Maintain and update accurate attendance lists, coordinating with vendors, teachers, parents, and administrative staff
Collaborate with administrative, office, faculty and IT staff for seamless communication and operation of student life programs
Oversee and manage program budgets, liaising directly with the CFO for purchasing and financial tracking
Evaluate and improve facilities, recommending and managing upgrades (ex: games, storage, wall space)
Be intentional and thoughtful about the development of programs and the teaching of values across programming options
Foster strong relationships with students, staff, and families, serving as a positive role model for the school community
Take a leadership role in school culture, integrating programs with school values and building student engagement
Work with vendor to ensure apparel is distributed appropriately to parents/students/staff
Manage inventory of in-house apparel/swag
Consider the addition of swag items across house, Centre Stage and Tornadoes programs
Liaise with Uniform company as the first point of contact
Coordinate with the Communications department to send out relevant information to families
Work with PAC to ensure there is one or more used uniform sales per year
Oversight of bus and communication with families
Serve as the primary point of contact and liaison for vendors and third-party providers for facility and venue rentals (e.g., rooftop soccer field, gym rentals).
Maintain communication with vendors and VTT staff to ensure there is no disruption to facility usage times.
Oversee vendor contracts related to the usage of the premises during off-hours of the school to maximize non-tuition revenues
Manage the calendars of the School and vendor usage times to ensure there is no overlap in rental times with school events
Coordinate and supervise contractors and vendors necessary for program success, ensuring adherence to safety policies and relevant regulations.