Submissions Coordinator

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 Administrative Position

YOUTH IMAGINE THE FUTURE - A FESTIVAL OF WRITING & ART

Kingston, ON

SUBMISSIONS COORDINATOR

Fixed-term contract

Part-time, maximum for two months.

Youth Imagine the Future (YIF) is a not-for-profit organization with a mandate to inspire youth to look at solutions to the Climate crisis,

and also to give youth  a voice in the community. Our goal is to run an annual writing and art festival, for students in Grades 7-12, that helps youth envision a believable future with social equity and diverse people working together to build housing differently, grow food and transport goods differently, and to see how this is all possible without fossil

fuels.

YIF is committed to embracing diversity and treating all individuals with respect.

 We are grateful to work on the Treaty Lands and Territory of the Haudenosaunee and Anishinaabe Nations.

We will be  hiring in the autumn for the position of:

SUBMISSIONS COORDINATOR

The Submissions Coordinator is responsible for administrative tasks relating to short story and art submissions for Youth Imagine the Future festival, including applicable material collection and general data management. There will be also be many administrative tasks 

to help run the festival’s exhibition at the art gallery and at the Awards Ceremony, before and after.

RESPONSIBILITIES:

• Receive, process, and catalog all festival submissions carefully in a timely manner.

• Create and maintain accurate database records.

• Communicate clearly and effectively with submitters, provide information and troubleshooting advice as necessary.

• Ensure that all submissions are checked for accuracy, in correct format, and all carefully tracked.

• Ensure that all submissions are forwarded (in batches) to the (assigned) jury members for grading, and that all returned grading forms are tracked with care and passed on to the to the next level of jury, then on to the Executive Director.

• Report to the Executive Director weekly in person

• Respect the confidentiality of student information and family information while dealing with students, teachers and guardians. No student or family information should be shared with others outside of the YIF Board of Directors.

• Assist with the administration and organization of the Exhibition of student art and stories at the art gallery.

• Assist with a variety of administrative tasks around running the Exhibition and closing it.

• Assist with booking local celebrities and community members to present awards at the Awards Ceremony.

• Attend and assist with the actual Awards Ceremony Dec. 14th, 1-4 pm. 

• Assist with thanking presenters, donors, others following the Awards Ceremony.

• Assist with all the paperwork and emails needed to create a YIF travelling show of some art pieces to use throughout 2025.

• Assist with other responsibilities and duties as required.

SALARY:

• $20/hour

CONTRACT DATES:

• Available to start October 28th, 2025 and work through to the end of December, 2025.

MINIMUM REQUIREMENTS/SKILLS:

• Strong organizational and project management skills with attention to detail.

• Strong communication and interpersonal skills.

• Proficient computer skills, familiarity with databases, Microsoft Word, Google Spreadsheets, Google Slides, etc.

• Mature, personable, exhibiting a high level of professionalism and diplomacy, and ability to handle confidential information.

• Ability to work independently.

• Experience managing a business, a program or festival an asset.

PRACTICALITIES:

• Own computer required with good internet connection and anti-virus protection.

• Able to work from home.

• CPIC check required (if hired).

• Must be able to meet in person in Kingston for training and once a week with the Executive Director.

HOW TO SUBMIT & APPLICATION DEADLINE:

• All applications must be submitted on-line to: youthimaginefuture@gmail.com

• Please email your cover letter and resumé as one PDF attachment before the deadline

Friday, October 10th at 11:59am.

We thank everyone who applies for their interest. Only candidates selected for an interview will be contacted. Selected candidates will be provided with a list of questions 24 hours prior to the scheduled interview. The interview will also include a writing component.

Please send any questions via email to: youthimaginefuture@gmail.com .