About the Chess Institute of Canada
The Chess Institute of Canada (CIC) teaches life skills through the magic of chess. We welcome players of all ages, genders, ethnic and national origins, and skill levels to our warm and inclusive programs. Our expert instructors create a safe and welcoming space, so everyone can learn and grow without feeling intimidated or uncomfortable.
Whether you’re looking for online classes, in-person programs at your school or library, or even special events and tournaments, we’ve got you covered. And through it all, our focus on critical life skills ensures that every student will emerge from our programs with more than just chess knowledge – they’ll be equipped with the tools needed to succeed in all areas of life. Join the thousands of families and communities who have already been impacted by CIC.
Chess, anyone? Chess – everyone!
Job Summary
Reporting to the Outreach Manager, and working closely with the CIC team, the Program Lead is a part-time role created to ensure CIC's active programs run smoothly, partners feel supported, and instructors are equipped to deliver excellent experiences in the field.
Once the Outreach Manager confirms a new program, the Program Lead takes ownership of the relationship and all associated logistics - from initial setup through to seasonal renewals. The role includes: supervising instructors at program sites, distributing materials, and ensuring consistent quality across CIC's teaching operations.
This role works closely with both the Outreach Manager and the Customer Service Lead (CSL) to ensure nothing falls through the cracks between outreach, scheduling, and delivery.
KEY RESPONSIBILITIES:
Instructor Field Support & Supervision
- Visit instructors at their active program sites during off-peak periods to observe delivery, offer encouragement, and identify any support needs.
- Distribute promotional and program materials to instructors throughout the year, including camp flyers, semester-end student certificates, and any other recognition or marketing items.
- Ensure instructors have sufficient equipment (boards, pieces, etc.) at their program sites and coordinate with the CSL to address any shortfalls.
- Act as a friendly presence in the field — collecting informal feedback from instructors and partners that can inform program improvements.
- Ensure instructors receive adequate training to deliver programming and work with partners.
- Conduct performance reviews in collaboration with Outreach Manager.
Program Setup & Partner Handoff
- Receive confirmed programs from the Outreach Manager and take ownership of all setup logistics.
- Serve as the primary point of contact for school and partner contacts once a program is confirmed.
- Coordinate with the CSL to ensure registration is open, instructors are assigned, and all scheduling is in place before programs begin.
- Communicate program details (schedules, instructor information, expectations) clearly to partner contacts.
- Ensure all necessary paperwork — waivers, permits, location-specific requirements - is completed and filed in coordination with the CSL.
Internal Communication & Coordination
- Maintain clear, timely communication with the Outreach Manager and CSL throughout the program cycle to ensure alignment on scheduling, renewals, and partner status.
- Keep CIC's internal records (partner contacts, program status, renewal dates) up to date.
- Flag issues, risks, or partner feedback to the appropriate team member promptly and with relevant context.
- Participate in team check-ins and contribute to planning conversations around the seasonal program calendar.
Program Renewals
- Initiate renewal conversations with all active program partners ahead of each new semester.
- Prepare and deliver renewal packages, confirm continuing interest, and flag any changes in scope or scheduling to the Outreach Manager.
- Coordinate with the CSL to ensure renewed programs are updated in the booking system and instructors are re-assigned as needed.
- Maintain records of renewal status for all active programs and proactively follow up with any partners who have not yet confirmed.
- Identify and flag any partners at risk of non-renewal to the Outreach Manager early enough to allow for intervention.
REQUIRED QUALIFICATIONS:
- 2+ years of experience in a supervisory or team lead role, with demonstrated ability to support, observe, and evaluate staff performance in the field.
- Strong organizational skills, with experience managing logistics, timelines, and multiple concurrent priorities.
- Excellent written and verbal communication skills, including comfort communicating with external partners (schools, community organizations, etc.)
- Experience coordinating across internal teams to ensure alignment on scheduling, records, and operational detail.
- Comfort with administrative tasks, including maintaining records, filing paperwork, and working with booking or scheduling systems.
- Ability to work independently and take ownership of a process from setup through to completion with minimal supervision.
- Understand and apply the requirements under the Occupational Health and Safety Act (OHSA) and Accessibility for Ontarians with Disabilities Act (AODA).
- Valid driver's license or reliable means of transportation to visit program sites across the city (if applicable).
SKILLS:
- Organization & time management: juggling program setups, renewals, materials distribution, and field visits across multiple sites and partners simultaneously
- Interpersonal communication: building rapport with school/partner contacts, instructors, and internal teammates; comfortable being a friendly, reliable point of contact
- Problem-solving: identifying gaps (equipment shortfalls, at-risk renewals, instructor support needs) and flagging or resolving them proactively
- Attention to detail: keeping records accurate, ensuring paperwork is filed, and making sure nothing falls through the cracks between outreach and delivery
- Team coordination: working across the Outreach Manager and Customer Service Lead without dropping the ball on handoffs or internal alignment
- Adaptability: comfortable shifting between field work, admin tasks, and partner communication depending on the season and program cycle
Employment Equity and Accessibility Statement
CIC invites applications from all qualified individuals. CIC is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.
CIC provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact CIC at .
Pay: From $30.00 per hour
Benefits:
- Casual dress
- Flexible schedule
- Work from home
Education:
- Bachelor's Degree (preferred)
Experience:
- Program management: 2 years (preferred)
Language:
Location:
- Toronto, ON M5R 3G5 (preferred)
Willingness to travel:
Work Location: Hybrid remote in Toronto, ON M5R 3G5
