Program Assistant

2 weeks ago

Old Toronto, Ontario, Canada WoodGreen Community Services Full time

Program Overview – Workforce Development, Community Programs

Workforce Development offers various programs to support community members in improving their soft and technical skills and helps individuals secure long-term employment in specific sectors. The Workforce Development team supports those unemployed or under-employed with specific skills training and employment support for attachment with employers in various sectors.

What You Will Do

  • Make a difference in the lives of people and organizations by using your knowledge and administrative skills to support the Workforce Developmental team and serve community members seeking employment-related services.
  • Use a variety of digital tools to manage data related to communication, research activities, participants, contacts and events (e.g., Client Relationship Management System, Eventbrite, MS Teams, MS Outlook, Excel).
  • Enter invoices in the invoice management system and manage invoice records.
  • Respond (via telephone, email, in person, mail) to inquiries relating to aspects of greeting and welcoming adults, newcomers, persons with disabilities, students, youth, employers, and guests.
  • Register and refer clients for appropriate services.
  • Update and maintain information/records on management information systems.
  • Initiate outbound calls and email correspondence to notify research participants, clients/visitors/employers of workshop registration, surveys, updated information, and support marketing.
  • Create Word documents of confidential reports, agendas, submissions, minutes, and proposals.
  • Oversee and maintain data according to the established management information systems and procedures and archiving files while adhering to privacy and confidentiality requirements.
  • Compile and generate financial and statistical reports.
  • Complete special assignments such as preparing for community meetings, sending out broadcast flyers and emails to the community as required, handling petty cash, ordering stationery, etc.

What You Will Do

  • Make a difference in the lives of people and organizations by using your knowledge and administrative skills to support the Workforce Developmental team and serve community members seeking employment-related services.
  • Use a variety of digital tools to manage data related to communication, research activities, participants, contacts and events (e.g., Client Relationship Management System, Eventbrite, MS Teams, MS Outlook, Excel).
  • Enter invoices in the invoice management system and manage invoice records.
  • Respond (via telephone, email, in person, mail) to inquiries relating to aspects of greeting and welcoming adults, newcomers, persons with disabilities, students, youth, employers, and guests.
  • Register and refer clients for appropriate services.
  • Update and maintain information/records on management information systems.
  • Initiate outbound calls and email correspondence to notify research participants, clients/visitors/employers of workshop registration, surveys, updated information, and support marketing.
  • Create Word documents of confidential reports, agendas, submissions, minutes, and proposals.
  • Oversee and maintain data according to the established management information systems and procedures and archiving files while adhering to privacy and confidentiality requirements.
  • Compile and generate financial and statistical reports.
  • Complete special assignments such as preparing for community meetings, sending out broadcast flyers and emails to the community as required, handling petty cash, ordering stationery, etc.
What You Bring to the Team
  • Grade 12 Education and/or 2+ years' work experience in office administration.
  • Advanced skills utilizing Microsoft Office Applications, 50+ net wpm typing. Strong computer literacy, including Intermediate Excel report writing.
What Will Set You Apart
  • Excellent verbal and written communication skills.
  • Patience, compassion, and sensitivity to different cultures and different levels of abilities.
  • Excellent listening, customer service, decision-making, judgment, attention to detail, problem-solving skills, and understanding when to escalate complex issues to management.
  • Ability to work within a team environment with limited supervision.
  • Well-organized team player who can take initiative to manage change/transitions with the ability to prioritize and multi-task promptly.
  • Takes pride and initiative in work to ensure a high standard of service.
  • Ability to learn quickly, adaptable, flexible, and resourceful.
  • Sensitivity to confidential information.
  • Demonstrated ability to set and meet deadlines/targets.
  • Knowledge of the social services non-profit employment sector is an asset.
  • Understanding of and sensitivity to issues facing vulnerable populations is an asset.
  • Crisis Intervention and First Aid Certifications are considered an asset.

WoodGreen is an equal opportunity employer. We are committed to providing an inclusive and barrier-free selection process and work environment. If contacted in relation to an employment opportunity, please advise our People & Culture representatives at of the accommodation measures required. Information received relating to accommodation will be addressed confidentially.

Are you currently employed by WoodGreen Community Services?*

Are you legally entitled to work in Canada?*

Do you have your Grade 12 Education and/or 2+ years' work experience in office administration?*

Do you have advanced skills utilizing Microsoft Office Applications, 50+ net wpm typing. Strong computer literacy, including Intermediate Excel, report writing?*

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