Team Lead Program Administration(2023

2 weeks ago

Ottawa, Ontario, Canada ICTC Full time

In collaboration with his/her supervisor, the Team Lead Program Administration tracks and implements program and project plans and provides input in their development.

This role also cultivates strong relationships with Post-Secondary Education (PSE) Institutions, businesses, industry associations, other service providers as well as other stakeholders.

The Team Lead explores opportunities to build connectivity with other initiatives to strengthen ICTC's overall offering.

This role requires initiative with the ability to monitor program effectiveness, respond to input from clients, streamline and improve processes and organizational activities.

This role works closely with the Senior Program Coordinator and reports to the Associate Vice President, Skills Excellence. Does this sound like your ideal role?

What you will be doing:

Leading Team of Professionals

  • Communicates corporate goals, program objectives and team deliverables to the team and facilitates input from the team on how best to achieve them.
  • Collaborates with the outreach and admin teams to set team goals, standards of performance and workplans.
  • Documents the plan(s).
  • Monitor administration productivity & make recommendation/suggestions for process improvement as necessary
  • Monitors progress towards achieving the plan, makes adjustments as needed in collaboration with the team.
  • Guides the team to set and achieve goals organizational and program delivery, objectives, and deliverables within deadlines.
  • Identifies the team's strengths and weaknesses and works with the team to optimize team performance.
  • Delegates responsibilities and tasks to the appropriate team member.
  • Ensures clarity as to who does what to prevent confusion, duplication of efforts, and/ or tasks falling between the cracks.
  • Coaches team members on achieving goals, offering feedback, and demonstrating the desired skills and expected work ethic.
  • Maintains open communications and organization within the team to prevent conflict where possible and resolving it when it does arise.
  • Assists each team member develop his/her own annual performance plan linked to corporate goals, program objectives and team deliverables.
  • Provides feedback to each team member through out the year on his/her performance.
  • Reviews and approves vacation, sick time, time in lieu requests for all Program Administrators.
  • Keeps the Program Manager and Associate Vice President informed at all times, escalates issues when needed and consults with the SD and other ICTC Executive team members as necessary.

Planning, Tracking, Evaluation and Reporting

  • Develops and adjusts plans to meet deliverable requirements (including activities, communications, evaluation).
  • Develops and adjusts productivity and customer service standards plans ensuring ICTC is meeting deliverable requirements
  • Tracks progress against plans and specific targets, deliverables, and activities and provides status updates to the SD; proactively identifies any areas where there is a risk of not meeting milestone deadlines or targets to the attention of the Director.
  • Oversees client and employer tracking systems to ensure they are working properly and trouble shoots with the Senior Program Coordinator as needed.
  • In conjunction with the Senior Program Coordinator and the Senior Director, monitors metrics for the measurement of outcomes and effectiveness of communications and strategies through various means and measures of feedback.
  • Works with the project team to ensure all relevant forms and documents are completed in accordance with contractual and external funding requirements.

Administrative Support and Documentation

  • In conjunction with the Senior Program Coordinator, ensures effective and efficient information management system ensuring accuracy and protection of privacy.
  • Answers or directs requests and inquiries from the public where applicable (not media).
  • Ensures followsup and support to applicants on the learning plan, midterm checks, contract generation, evaluations, and to acquire payroll records.
  • Prepares and distributes electronic and hard copy program information.
  • Ensures staff travel is done in according to ICTC travel policy.
  • Responds to telephone, written or facetoface requests for information.
  • Assists in organizing presentations, events, workshops, working sessions to influence the market and meet ICTC's business objectives. Oversees logistics for travel and meetings/events locations.
  • Adds, tracks, updates, maintains database of relevant contacts, followups and activities, ensuring the necessary information is recorded.
  • Schedules and participates in followups and evaluation; coordinates survey and collates results for reporting.
  • Assists with the preparation of quarterly reports and other reports as required by ESDC and other funders.
  • Proactively works with internal staff to collaborate on ICTC activities, share information, provide updates and engage

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