Program Assistant

Catholic Social Services is currently seeking one highly organized, detail-oriented, adaptable and service-focused Program Assistants, capable of managing multiple priorities in a dynamic environment, to provide contract full-time (40 hours/week) administrative and operational support to two new employment training programs: Ready to Serve (RTS) and Renewing Expertise, Navigating Upward (RENU).

This is an 18-month full-time contract position with possibility of extension. Job application closing date: September 30, 2026.

The Program Assistant provides administrative, operational, and program support to the RTS and RENU programs and plays a critical role in ensuring the smooth day-to-day operation of both programs by supporting participant services, staff, employer engagement activities, workshops, reporting requirements, data management, scheduling, and general program administration. This position therefore serves as a central point of coordination, helping staff deliver high-quality services while maintaining compliance with funder requirements and organizational standards.

Program Overview:

Ready to Serve (RTS)

A 16-week program prepares participants for employment in the food and service industries through employment readiness workshops, paid work-based learning, and follow-up support.

RENU Program

A 16-week program supports internationally trained professionals in Business Administration, IT, and Human Services through group learning, individualized coaching, and work-based learning.

Key Responsibilities:

• Provide day-to-day comprehensive administrative support for RTS and RENU program operations.
• Maintain participant files and ensure documentation is complete, accurate, and compliant with funder requirements.
• Ensure confidentiality, security, and integrity of client, program, and organizational information.
• Maintain accurate electronic and physical records in accordance with organizational policies.
• Organize and manage program files, databases, tracking tools and reporting systems.
• Support audit preparation and file reviews.
• Coordinate participant intake appointments, assessments, orientations, workshops, and follow-up meetings.
• Serve as a welcoming first point of contact for participants, employers, and community partners.
• Assist participants with completing forms, applications and program documentation.
• Ensure participants receive timely information regarding program activities and opportunities.
• Assist with the preparation of program materials, forms, participant packages, attendance records, and workshop resources.
• Coordinate meetings, training sessions, workshops, and stakeholder engagements.
• Monitor action items and follow up on outstanding tasks deadlines.
• Support the scheduling of interview, employer meetings, networking events, and practicum placements.
• Assist the Job Developer and Outreach Coordinator in coordinating employer meetings and networking events.
• Maintain employer contact databases and partnership records.
• Coordinate practicum documentation and placement paperwork.
• Assist with the preparation and monitoring of invoices, purchase requests, and expense tracking.
• Monitor inventory and order supplies as required.
• Maintain accurate and up-to-date participant records in company’s CRM and in COMPASS.
• Perform other related duties consistent with the scope, level, and intent of the Program Assistant position.

What This Job Requires:

• Diploma or certificate in Business Administration, Office Administration, Public Administration, Project Management, Human Services, or related field.
• Minimum of 2 years of administrative, program support, or related experience.
• Experience serving diverse, multicultural, and underrepresented populations in workforce development and employment services.
• Ability to maintain confidentiality and handle sensitive participant information with professionalism and discretion.
• Experience with records management, and reporting.
• Equivalent combinations of education and experience may be considered.

Police Information Check including vulnerable sector search, Intervention Record Check and/ or summary of driving record are conditions of employment and the financial responsibility of the candidate.

Skills & Competencies

• Exceptional organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage competing priorities and deadlines.
• Ability to communicate effectively with participants, employers, staff, and community partners.
• Proficiency with Microsoft Office Suite, and experience with da