Student coordinator

JOB SUMMARY

The Apprenticeship Coordinator is responsible for the end-to-end administration and coordination of apprentice onboarding, registration, and progression activities across 15 trades within our Group Sponsor program. Reporting directly to the Director of Workforce Development and working day-to-day under the guidance of the Lead Trade Manager, this role serves as the primary owner of the apprentice registration process, ensuring all onboarding, documentation, and compliance requirements are completed accurately and efficiently.

The Coordinator maintains accurate apprentice records, monitors registration status and file progression, and acts as the primary administrative point of contact for apprentices and Skilled Trades Ontario (STO). This position is responsible for coordinating documentation, tracking key milestones, resolving registration-related issues, and ensuring timely communication among all parties involved in the apprenticeship process.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while maintaining a high level of accuracy and professionalism. Success in this role requires strong administrative expertise, effective communication skills, and the ability to independently manage workflows, support reporting and documentation requirements, and identify opportunities to improve process efficiency and service delivery.

KEY RESPONSIBILITIES

• Own the apprentice intake and onboarding workflow from referral receipt through registration completion, ensuring all required administrative steps are completed accurately and within established timelines.
• Administer follow-ups with apprentices throughout the onboarding and registration process, including collecting required documentation, sending reminders, and confirming file readiness.
• Complete and submit apprenticeship applications, registrations, and related documentation within the apprenticeship system.
• Manage the apprentice intake inbox and coordinate the file setup process, ensuring new referrals are acknowledged, documented, and assigned for processing.
• Communicate directly with Skilled Trades Ontario (STO) regarding administrative matters, including registrations, Registration Training Agreements (RTAs), schooling selections, spare seats, and status updates.
• Coordinate with Trade Managers to ensure apprentices are prepared for Launch Calls and subsequent registration and progression milestones.
• Schedule Launch Calls and maintain tracking of apprentice onboarding status, documentation requirements, and file readiness.
• Track and maintain up-to-date records of apprenticeship registration status, schooling offers, enrollment status, training progression, and levels completed.
• Maintain a master onboarding tracker and dashboard, monitor file progression, and proactively identify and flag stalled or delayed files to the Lead Trade Manager.
• Escalate registration, onboarding, or file progression issues to the Lead Trade Manager or Trade Manager as appropriate.
• Prepare operational metrics, status reports, activity reporting, and other program documentation to support program oversight and performance tracking. .
• Identify opportunities to improve administrative processes, workflow efficiency, record management, and reporting accuracy.
• Provide cross-functional coverage and support for apprenticeship administration activities as required.
• Manage individual workflow and priorities to ensure tasks are completed efficiently, accurately and in a timely manner.
• Perform other apprenticeship duties as assigned.

EDUCATION AND EXPERIENCE

• Post-secondary education in Administration, Human Resources, Workforce Development, or a related field, or an equivalent combination of education, certification, and relevant work experience.
• Minimum of 3-5 years of experience in a similar administrative, program coordination, workforce development, apprenticeship, or stakeholder-facing role.
• Exposure to or experience working in a skilled trades, apprenticeship, workforce development, or regulated environment is considered an asset.

KNOWLEDGE, SKILLS AND ABILITIES

• Exceptional verbal and written communication skills, with the ability to adapt messaging to diverse audiences and confidently engage government representatives, employers, apprentices, and other stakeholders by phone and in writing.
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